HeatherRidge Umbrella Board Meeting Minutes July 2005

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

JANUARY 25, 2011 MINUTES: Terry Potash made a motion to accept and approve the January 25, 2011 minutes, seconded by Carole Stern. At vote, all aye, motion carried.

PRESIDENT’S REMARKS: Todd Campbell commended the HUA staff for the exceptional job done handling the snow removal, plowing, phone and security responses. There were few complaints and the residents of HUA were safely able to access cars, garages, and homes sooner than many communities in our area. There are significant costs, but the planning, execution, and remarkable results achieved by the Manager and our staff are a credit to our community.

VICE-PRESIDENT’S REMARKS: Owen Hill had no remarks.

TREASURER’S REMARKS: 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 made a motion, seconded by Carole Stern, to receive and accept the Treasurer’s Report and the expenditures for January 2011. At vote, all aye, motion carried.

Treasurer's Report for January 31, 2011
UMBRELLA CASH POSITION	Operating 12/31/10	Operating 1/31/11	Net Change Operations	Reserves 12/31/2011	Reserves 1/31/2011	Net Change Reserves
	$82,942.67	$130,382.97	$47,440.30	$556,322.80	$567,270.20	$10,947.38

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$125,271.91	$125,079.59	$192.32	$125,271.91	$125,079.59	$192.32
Landscape	$23,635.09	$46,054.31	$22,419.22	$23,635.09	$46,054.31	$22,419.22
Security	$12,893.73	$21,553.90	$8,660.17	$12,893.73	$21,553.90	$8,660.17
Administration	$13,369.09	$18,908.92	$5,539.83	$13,369.09	$18,908.92	$5,539.83
Maintenance	$18,939.94	$27,422.79	$8,482.85	$18,939.94	$27,422.79	$8,482.85
Total Expenses	$68,837.85	$113,939.92	$45,102.07	$68,837.85	$113,939.92	$45,102.07
INCOME (LOSS)	$56,434.06	$11,139.67	$45,294.39	$56,434.06	$11,139.67	$45,294.39

CRF CASH POSITION	Operating 12/31/10	Operating 1/31/11	Net Change Operations	Reserves 12/31/2011	Reserves 1/31/2011	Net Change Reserves
CRF	$5,037.23	$5,017.02	($20.21)	$75,589.30	$77,509.72	$1,920.42
CRF-Clubhouse	$6,474.75	$8,812.32	$2,337.57	$0.00	$0.00	$0.00
Golf	$40,737.92	$17,085.53	($23,652.39)	$69,653.33	$69,661.02	$7.69
TOTALS	$52,249.90	$30,914.87	($21,335.03)	$145,242.63	$147,170.74	$1,928.11

CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,652.58	$12,125.67	($473.09)	$11,652.58	$12,125.67	($473.09)
EXPENSES	$12,203.68	$12,235.29	$31.61	$12,203.68	$12,235.29	$31.61
INCOME (LOSS)	($551.10)	($109.62)	($441.48)	($551.10)	($109.62)	($441.48)

CBRC CASH POSITION	Operating 12/31/10	Operating 1/31/11	Net Change Operations	Reserves 12/31/2011	Reserves 1/31/2011	Net Change Reserves
	$7,776.92	$10,253.11	$2,476.19	$46,418.10	$47,179.44	$761.34
CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,581.89	$2,569.68	$12.21	$2,581.89	$2,569.68	$12.21
EXPENSES	$2,142.59	$2,742.79	$600.20	$2,142.59	$2,742.79	$600.20
INCOME (LOSS)	$439.30	($173.11)	$612.41	$439.30	($173.11)	$612.41

HHRC CASH POSITION	Operating 12/31/10	Operating 1/31/11	Net Change Operations	Reserves 12/31/2011	Reserves 1/31/2011	Net Change Reserves
	$17,528.59	$21,379.79	$3,851.20	$55,187.23	$52,598.58	($2,588.65)
HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$4,415.84	$4,417.83	($1.99)	$4,415.84	$4,417.83	($1.99)
EXPENSES	$1,853.06	$3,748.29	$1,895.23	$1,853.06	$3,748.29	$1,895.23
INCOME (LOSS)	$2,562.78	$669.54	$1,893.24	$2,562.78	$669.54	$1,893.24

SBCRC CASH POSITION	Operating 12/31/10	Operating 1/31/11	Net Change Operations	Reserves 12/31/2011	Reserves 1/31/2011	Net Change Reserves

SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,026.70	$2,049.48	($22.78)	$2,026.70	$2,049.48	($22.78)
EXPENSES	$1,047.26	$1,629.00	$581.74	$1,047.26	$1,629.00	$581.74
INCOME (LOSS)	$979.44	$420.48	$558.96	$979.44	$420.48	$558.96

MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. Three nomination forms have been received and will be sent, along with the proxy forms, to all residents for the Annual Meeting and Election which will be held on Tuesday, March 29, 2011, 7 pm at the CRF. A meeting of all HUA employees was held February 16 to discuss human resource issues and other work-related issues. All employees are congratulated on their exceptional planning, organization, performance, and the long hours put in during ‘Snow-Mageddon’ in February. Al Villasenor asked that a 4-wheel-drive dump truck be considered as the replacement for a 2-wheel drive pickup truck scheduled and projected in the Six-Year Plan this year. There is additional cost but HUA does not have a 4-wheel drive vehicle that can be used in the more remote areas of the property for hauling, product movement, snow control, and multi-purpose usage. Paul Kelly recommended that Al go ahead and provide specifications to get bids for a 4-wheel drive dump truck with snow plowing package. The work on recycling is going slowly. Five of the neighborhoods have responded (four positive, one opting out) and Al continues to pursue level of interest with the intent of no increase in cost. Carole Stern made a motion to accept and approve the Management Report, seconded by Paul Kelly. At vote, all aye, motion carried.

STANDING COMMITTEE REPORTS:

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

Audit Committee: No update on Audit report, still doing data provided. No formal report, auditors gathering information, report to follow.

Finance Committee: Paul Kelly recapped the Finance Committee meeting of February. Issues included specifications for the Security Department computer; Marketing Plan for the CRF Clubhouse; legal fee documentation for foreclosures; and collection of past-due assessments and security deposits for homes

sold at auction. A plan for re-defining employee benefits to include part-time permanent employees is being reviewed by TLLCISI. Terry Potash made a motion to approve the Finance Committee Report, seconded by Carole Stern. At vote, all aye, motion carried.

General Election Oversight Committee: The Committee will meet on March 1, 2011 at the HUA office, 5:30 pm.

Golf and Tennis Committee: No official meeting or report. Paul Kelly would like to be able to review the Golf Financials when they are received. Al Villasenor will pursue that with the Staff Accountant.

Landscape Committee: No formal report or motion required.

Ponds Committee: No formal report or motion required. Al Villasenor passed out the Pond Cleaning Plan for the next two years. It will be further reviewed in New Business.

Recreational Activities Committee (RAC): A committee meeting was held January 12, 2011. Installation of an ATM machine in the vestibule area (serving CRF and Golf Pro Shop); credit card acceptance system for Visa and Master Card; and video gambling were discussed. Each proposal needs to be reviewed by the HUA Board and will be further discussed in New Business. Paul Kelly made a motion to approve the RAC Report, seconded by Owen Hill. At vote, all aye, motion carried.

Security Committee: No formal report or motion required. The committee will work with management and the Security Department to get specifications for proposals to replace existing computer equipment.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): No formal report or motion required. The Resident Rules and Regulations are being finalized. A committee meeting will be held in March.

Welcoming Committee: One new resident attended the Welcoming Committee meeting on February 8, 2011. The next meeting will be Tuesday, March 8, 2011, 7 pm at the Central Recreation Facility.

OLD BUSINESS:

Purchase of Fitness Equipment for the Covered Bridge Recreation Center (CBRC). The two equipment options were provided and discussed. The Community Manager and the CBRC Neighborhood Committee recommend the FTS Glide Functional Trainer with consideration of the cost and space required. Paul Kelly made a motion to purchase the FTS Glide Functional Trainer at a cost not to exceed $3,727 (to include the bench) and with a warranty of at least 5 years. Second by Terry Potash. At vote, all aye, motion carried.

Approval of Court Aces Tennis Contract. Court Aces has provided lessons and leagues on the HUA tennis courts for many years. The current proposal is essentially the same as past years and the Community Manager recommends accepting the proposal by Court Aces. It is noted that the basketball backboard and net will be available under the same conditions as last year, when the courts are not being used. Paul Kelly moved to accept the tennis proposal by Court Aces, seconded by Carole Stern. At vote, all aye, motion carried.

President Todd Campbell notes the change of date (from the 4^th Tuesday to the last Tuesday of March 2011) of the Annual Meeting and Election to be March 29, 2011 as accepted by the HUA Board.

NEW BUSINESS:

Scag Mower Purchase. The Landscape Department Six-Year Plan schedules replacement of a 48-inch walk-behind lawn mower each year. Bids were provided and Grower Equipment and Supply also will accept a trade-in of an older mower for $700. The Grower price then came in over $1,000 lower than the other two bids and $349 lower than budgeted in the Six-Year Plan. Paul Kelly thinks that another riding lawn mower might be more efficient and asked for an evaluation to determine that HUA has the right number and types of equipment (productivity and safety) for landscaping the geographically-diverse, 370+ acres of land within HUA. Al Villasenor noted that this is a scheduled and budgeted replacement and within the scope of the Purchasing Policy. Terry Potash made a motion to accept the Grower Equipment bid ($3,530 - $700 trade-in, $3,028.10), seconded by Carole Stern. At vote, 4 aye, 1 nay, motion carried. An analysis of the equipment and property topography could be valuable but has not been scheduled. Terry Potash asked if the purchase could be postponed 30 days for an evaluation.

Annual Pond Cleaning by Organic Sediment Removal. The pond cleanings have been scheduled and budgeted for in the Six-Year Plan and extend through 2013. Organic Sediment Removal is one of the few proven contractors able to provide this service and they have successfully managed 13 ponds since 2007. Ponds 12 and 13 are scheduled for 2011. Carole Stern asked if ponds 5, 6, and 23 (scheduled for 2013) could be swapped for 2011, but the budgeting and schedule will not accommodate those three ponds (considerably higher cost). The cost for ponds 12 and 13 is approximately $12,700 considering the prices of skidsteer, bags, and other variables. Paul Kelly made a motion to accept the Organic Sediment Removal proposal of approximately $12,700 to clean ponds 12 and 13, seconded by Terry Potash. At vote, all aye, motion carried.

Video Gambling at the CRF Clubhouse. There was considerable discussion on installing video gambling machines at the CRF. Owen Hill suggested that other communities that allow it be queried on the success and possible disadvantages. Paul Kelly also noted that the Marketing Plan requested for the CRF should consider the positive, negative, and moral aspects of video gambling and the other initiatives proposed by the RAC. Terry Potash made a motion to deny the video gambling suggestion for the CRF, seconded by Carole Stern. At vote, all aye, motion for denial carried.

Installation of an ATM machine at HUA Clubhouse. There is a $3 user transaction fee associated to each withdrawal and HUA would receive $.50 commission. The ATM would be located in the vestibule near the bathrooms so that it is accessible for the CRF and the Golf Pro Shop. Owen Hill made a motion to approve the installation of an ATM in the vestibule area of the CRF, seconded by Carole Stern. After further discussion, Owen modified the motion to allow approval after favorable review by the TLLCISI Committee, seconded by Carole Stern. At vote, all aye, motion carried.

Credit Cards Acceptance (Visa and Master Card) for the CRF Clubhouse. There is a refundable $250 security deposit for the credit card machine (refundable at conclusion of contract). There is a yearly $174 compliance fee and an ATT hookup charge of $100. Paul Kelly moved to approve the credit card acceptance system for the CRF Clubhouse, seconded by Carole Stern. In further discussion, Paul Kelly is uncomfortable with the commitment until an evaluation of the associated costs, the projection of CRF profits, and the percentage of usage charges for each transaction can be documented. He also feels that the pending Marketing Plan should analyze how the credit cards, ATM, and video gambling could impact the profitability and cost benefits of the CRF Clubhouse. Paul Kelly withdrew the motion pending further research and report. The RAC feels that being able to accept credit cards could streamline the security deposit process for CRF facility reservations and profitability of the Waterfall Lounge would increase.

OPEN DISCUSSION FOR HOMEOWNERS:

Elaine Stein of the Covered Bridge Condo neighborhood is concerned that there could be vandalism and security issues associated with an ATM placed in such a visible area of the Clubhouse. She further asked for clarification of the open house signage and was told that outdoor signs as well as vestibule signs would be allowed.

Kaye Maier of the Covered Bridge Condo neighborhood recognized Pete Albamonte (resident of 930 Taylor) for his hard work helping keep the entrances, stairs, and other condo areas clear of snow and ice for the residents. It is noted that residents like Pete Albamonte and Ted Alfredson (who does walk-about trash pickup throughout HUA) are true stewards caring for all of us in the HeatherRidge community.

Cris Mekuly, President of the Hidden Hills Townhome neighborhood noted that she was out of town during the blizzard of February but that many friends and neighbors called her to let her know the tremendous job the employees of HUA had done for plowing, shoveling, and security for the residents of their neighborhood and the entire community.

Terry Potash made a motion to adjourn the meeting, seconded by Owen Hill; at vote, all aye, motion carried.

Adjournment at 8:20 pm. Next Meeting – Tuesday, March 22, 2011