HeatherRidge
Umbrella Board Meeting Minutes
January 2006
|
|
|
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: Bob Adelman, Todd Campbell, Norbert Ciolek, Sharlene Hink, Carol Marker, Jack Nowry, Patrick Perry, Elroy Wilke. Absent: Owen Hill.
Todd Campbell made a motion to approve the November 22, 2005 minutes for the HUA Board meeting with the correction to the Finance Committee Report, Jack Nowry seconded, all aye, motion carried.
PRESIDENT’S REMARKS: No remarks at this time.
TREASURER’S REPORT: A Finance Committee meeting was chaired by Carol Marker on January 16, 2006.
Carol Marker detailed the reason for overages due to unanticipated expenses in the HUA operating budget. Jack Nowry made a motion to approve the Treasurers Report, seconded by Todd Campbell. President Perry said that the Maintenance Department electric bill was significantly over budget. He suggested to the board that we have an option of purchasing electrical service from other power companies in the Midwest, Wisconsin Power and Illinois Central Power are examples. Seasonal expenses (cool summer, low air conditioning expenses in 2004 compared to higher usage in 2005) are unpredictable and can cause overages. President Perry asked the HUA Board if they would consider having other power companies do studies or audits of our electrical usage in the HUA buildings and facilities. It should be noted that we can purchase from another power company, but the electric does run on the Commonwealth Edison lines, responsibility of outages was and is a concern. The HUA Board tasked the General Manager to get information, facts, and figures from at least the two companies mentioned. That information will then be reviewed by the appropriate HUA Board Committee(s). No other discussion and a motion on the floor. At vote, all Aye, motion carried.
Totals Totals as of Change from
CASH POSITION 11/30/2005 Operating Reserves 12/31/2005 Previous Month
Umbrella $299,266.89 $ 36,614.00 $236,362.18 $272,976.18 ($ 26,290.71)
CRF $ 63,619.22 $ 15,222.21 $ 43,246.10 $ 58,468.31 ($ 5,150.91)
Social Activities $ 27,311.73 $ 13,256.94 $ 16,084.01 $ 29,340.95 $ 2,029.22
Golf $149,882.94 $ 52,218.27 $ 80,180.04 $132,398.31 ($ 17,484.63)
CBRC $ 43,877.12 $ 15,070.53 $ 26,898.25 $ 41,968.78 ($ 1,908.34)
HHRC $ 14,020.30 $ 5,690.87 $ 8,995.12 $ 14,685.99 $ 665.69
SBCRC $ 46,479.87 $ 27,507.33 $ 19,564.29 $ 47,071.62 $ 591.75
TOTALS $644,458.07 $165,580.15 $431,329.99 $596,910.14 ($ 47,547.93)
HUA & CRF OPERATING EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
Landscape $ 47,981.52 $ 31,521.08 ($ 16,460.44) $ 543,847.56 $ 524,841.00 ($ 19,006.56)
Security $ 30,821.30 $ 21,773.56 ($ 9,047.74) $ 256,512.68 $ 258,094.00 $ 1,581.32
Administration $ 24,250.89 $ 20,329.03 ($ 3,921.86) $ 240,774.34 $ 252,557.00 $ 11,782.66
Maintenance $ 32,331.58 $ 23,436.06 ($ 8,895.52) $ 287,169.58 $ 245,803.00 ($ 41,366.58)
CRF $ 27,489.14 $ 30,965.32 $ 3,476.18 $ 160,122.00 $ 138,913.53 ($ 21,208.47)
TOTALS $162,874.43 $128,025.05 ($ 34,849.38) $1,488,426.16 $1,420,208.53 ($ 68,217.63)
REC CENTERS OPERATING EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
CBRC $ 2,196.91 $ 2,973.92 $ 777.01 $ 27,502.00 $ 34,310.00 $ 6,808.00
HHRC $ 1,711.70 $ 2,221.58 $ 509.88 $ 38,744.48 $ 37,200.00 ($ 1,544.48)
SBCRC $ 870.92 $ 2,158.10 $ 1,287.18 $ 20,104.52 $ 28,425.00 $ 8,320.48
TOTALS $ 4,779.53 $ 7,353.60 $ 2,574.07 $ 86,351.00 $ 99,935.00 $ 13,584.00
GENERAL MANAGER’S REPORT: Oliver Merriam’s report was submitted in writing and was available to the audience. Elroy Wilke made a motion to accept the General Manager’s report, seconded by Todd Campbell. Carol Marker commented on the first section of the report and noted that we will miss Jim Diehl as Chief of the Maintenance Department and that it is good that Jason Shamrock has stepped up to provide continuation of the maintenance service. President Perry seconded these remarks. A motion was on the floor, at vote all Aye, motion carried to approve the General Manager’s Report.
STANDING COMMITTEE REPORTS:
Audit Committee: President Perry has received an estimate of $13,650 for the 2005 audit and tax preparation work from Nykiel Carlin CPA’s. There is a 5% increase from the $13,000 we have paid yearly the past four years. Our options are to sign with Nykiel Carlin or to bid the work out. There would be a considerable learning curve for a new audit company and the price we have for the past few years has not been raised until now. The HUA Board agreed that the increase is acceptable and no vote is required. President Perry detailed the work procedure of the audit and will sign the agreement.
Finance Committee (Vice Treasurer Carol Marker): Some issues have been deferred until Owen Hill returns from vacation. The residential homeowner assessment collection process was discussed at length and there is good compliance in sending assessment funds to HUA by the 20th of the month. We are missing documentation from one residential homeowner’s association, that information matches the collection amount to the financials. The next meeting of the Finance Committee will be Monday, February 6, 2006. Jack Nowry made a motion to approve the Finance Report, Todd Campbell seconded. There was no further discussion and at vote, all Aye, motion carried.
Recreational Activities Committee (RAC): Sharlene Hink reported that carpeting has been installed in the Central Recreation Facility. The financial report was not immediately available for the audience, copies can be obtained at the HUA office.
Golf and Tennis Committees: No formal report this month. Golf Visions would like to expand the golf marketing area of the HeatherRidge web site to include products, promotions, and special events. The HUA Board would like to have a proposal from the web developer and information on the number of inquiries we have into the HeatherRidge.org site would be valuable. Elroy will report in more detail to the Board as he receives information.
Ponds Committee: The committee will meet at the beginning of February.
Landscape Committee: Carol Marker suggested that the Board review the graph reports we receive from the Landscape Department, they are very thorough. The next meeting of the Landscape Committee will be Thursday, February 16, 2006 at 5:00 pm at the CRF Conference Room.
Welcoming Committee: There was a Welcoming Committee meeting on January 17, 2006, and 8 new residents attended. The next regular meeting will be on February 21, 2006 at 7 pm. The list of new residents was available for the audience.
Security Committee: There was no meeting this month and no report. Meetings are generally convened at the request of residents or by staff, contact Bob Adelman with any concerns or issues.
OLD BUSINESS: None.
NEW BUSINESS:
Replacement of Maintenance Department Truck: Oliver Merriam reviewed the proposals received from three vendors. Jack Nowry made a motion to approve the purchase of a maintenance truck from Raymond Chevrolet and to issue a Purchase Order, Sharlene Hink seconded. Raymond Chevrolet has been the lowest bid for several of our HeatherRidge vehicles and we are pleased with the products and service. The plow mounting system, rigging, and hydraulics have not been bid out yet and Bob Adelman asked what we can transfer over from the truck that we will be trading in. Oliver Merriam will check into the plow configuration. At vote, all Aye, motion carried.
Replacement of Card Reader Hardware: We have received three bids for the card reader hardware at the three neighborhood rec centers. Elroy Wilke made a motion to approve the General Manager’s recommendation from A-1 Total Security (as the lowest bidder) for the card reader hardware. A laptop computer will also be required for the security system. Carol Marker seconded the motion. In discussion it was noted that Hidden Hills neighborhood does not have the money to do the installation at this time due to swimming pool expenses that came in earlier than budgeted for. Patrick Perry acknowledged the financial problem for Hidden Hills and Carol Marker asked if Hidden Hills could budget for the system in 2007 and make a commitment to have this system installed (it must be the same system to be compatible with the other two rec centers and Security) in 2007. The security, safety and liability issues, particularly of the bathrooms, were discussed at length. It is agreed that the rec centers are HUA property and it must be handled within the HUA perspective considering both money and security. The motion was revised to proceed with the card reader hardware at StoneyBrook/Cambridge and Covered Bridge Rec Centers, five Aye, three Nay, motion carried. Hidden Hills will be notified of the decisions.
Survey Bids for HeatherRidge Ponds: The General Manager recommended that R. E. Decker, PC of Libertyville be selected as the lowest bidder for surveying the property lines between Fairway Ridge and HeatherRidge. Bob Adelman made a motion to accept the recommendation of using R. E. Decker for the survey, seconded by Sharlene Hink. Carol Marker was concerned that it was not specified as to which of the three options we were going to pursue. The three options were described by the General Manager, Bob Adelman withdrew his original motion. Carol Marker made a motion to select Option Three (entire boundary (excluding golf course) between Leonard Drive and Gages Lake Road), seconded by Bob Adelman. The General Manager was asked to contact Chamberlin-Masse Engineering and ask what they would charge for the map included in the RFP (they were low bid but specified the price did not include the map we requested). He was also asked to contact Fairway Ridge to see if they would share the survey cost as it is in their benefit also. Bob Adelman wants to make sure the markers or monuments are secured against vandalism or theft or that we install our own alongside. The motion was reconfirmed to select Option Three, all Aye, motion carried.
Proposals in Consideration of Contracts for Retaining Walls: The Scopilletti quote was finally received, but is considerably higher than the other quotes and not competitive. The low quotation is from Midwest Brick Paving for $26,595 and will be paired with the excavation work of Neil Reinhardt to put in retaining wall on Pond 4 (project is included in Reserve Study). The excavation and retaining wall work will be done before cleaning the pond is scheduled. Carol Marker made a motion to accept the Midwest Brick Paving proposal, seconded by Todd Campbell. Pond 4 has severe erosion problems and the retaining wall will prevent further erosion. Midwest Brick Paving has done several projects in HeatherRidge and their work is respected. At vote, all Aye, motion carried. Purchase orders will be originated for both Neil Reinhart and Midwest Brick Paving.
Pond Cleaning Proposals: The Ponds Committee recommends using Organic Sediment Removal Systems on a trial basis for the year on ponds 1, 2, 3, and 4. They will work on a time and materials basis as every pond has different composition material. It was mentioned that dredging operations are paid by the cubic yard, the work is more expensive and intrusive to the organic composition of the pond. The Ponds Committee has visited a client site and viewed the process and operation. At discussion, Jack Nowry asked if it can be specified on the purchase order “not to exceed $19,400.” Todd Campbell made a motion to issue a purchase order to Organic Sediment Removal Systems, not to exceed $19,400, for ponds 1, 2, 3, and 4. Carol Marker seconded the motion. There was discussion about company references, recycling the sediment (possibly to berms), permits, and removal of the bags after the contents have dried. At vote, all Aye, motion carried. The General Manager will issue the purchase order and schedule the work as soon as the retaining wall is completed in Pond 4.
Re-assignment of Maintenance Duties: It was noted that the Maintenance Department Chief Jim Diehl has resigned, his service and experience at HeatherRidge have been invaluable. The HUA Board has offered the Department Chief position to Jason Shamrock (with a 90-day evaluation timeframe) and he has accepted. The HUA Board of Directors publicly acknowledges the 24+ years of service and dedication Jim Diehl gave to our HeatherRidge community, he will be missed by residents and staff.
OPEN DISCUSSION FOR HOMEOWNERS:
* Dorothy Kingsland of the Hidden Hills neighborhood read a statement of great concern on the loss of long-time employee Jim Diehl. Some residents feel that the HUA Board and General Manager have practiced micro-management and it is causing the loss of valued, long-term employees. President Perry thanked her for her comments.
* Jim Simmen, on behalf of Cambridge neighborhood, thanked the HeatherRidge Maintenance and Landscape staffs for stepping up to clear their streets when the Village of Gurnee (responsible for those streets) did not plow them at all. He requested the General Manager approach the Village of Gurnee on this serious issue. President Perry offered to act as a liaison for problems on this issue.
* Anne Temby of the Hidden Hills neighborhood asked for and was given explanations on the different methods of pond cleaning as she is concerned that the Hauser work was unsuccessful in 2004. Jim Simmen was also given more information on the “vacuuming” versus dredging (which scoops out sediment and sometimes the clay too). Residents were assured that ponds are inspected regularly and work will be closely supervised.
* Ann Richter clarified about Hidden Hills financial situation in respect to the key card equipment and the unexpected work and expense they encountered at the Hidden Hills Rec Center this past year.
Bob Adelman made a motion to adjourn, seconded by Norbert Ciolek, all Aye, motion carried.
Adjournment at 8:25 pm. Next Meeting – Tuesday, February 28, 2006_______________________________ _________________________________
Jack Nowry – HUA Board Secretary Cathy McGrath – Recording Secretary
|
|
|