BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), January 22, 2008

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

NOVEMBER 27, 2007 MINUTES:  Todd Campbell asked that minutes reflect the wording “Vice President Presiding Remarks” rather than “Acting President’s Remarks.”  Todd Campbell then made the motion to accept the November 27, 2007 minutes as amended, seconded by Patrick Perry.  At vote, all aye, motion carried.

DECEMBER 18, 2007 MINUTES:  A special meeting of the HUA Board was held and amended the 2008 Golf Budget.  The vendor was also selected for replacement of the Waterfall Lounge windows.  Patrick Perry made a motion to approve the December 18, 2007 minutes, seconded by Todd Campbell.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Carol Marker noted the electronics recycling for residents by the Village of Gurnee.  It will be held January 24, 2008 (only) at the Public Works Building on Kilbourne Road.

VICE PRESIDENT’S REMARKS:  Todd Campbell welcomed everyone back from the holiday break.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report.   The liability and health insurance funds are being investigated for savings this year and the record snowfalls and shoveling expenses have caused an overage in the 2007 account.  The Finance Committee reviews account status from the financials every month.  Patrick Perry made a motion, seconded by Todd Campbell 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 summarized the written report.  The 2008 Golf Budget and the Proposed Lease Agreement by Golf Visions were key issues noted.  Bids are being pursued to repair the major structural cracks and flooding problems at the Hidden Hills Recreation Center.  The StoneyBrook/Cambridge Recreation Center key cards will be processed as of January 28, 2008.  Notices have been distributed to bulletin board/mail areas with information, or call the Security Department to make appointments.  The other recreation centers will hopefully be functional by Memorial Day pool opening, LaMarco is to submit those bids within the next week.  Gordon Lind made a motion to receive and accept the Management Report, seconded by Patrick Perry.  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 is soliciting bids from firms with background in association audits for the 2007 HeatherRidge Audit to be done in 2008.

Finance Committee:  Paul Kelly gave the Financial Report and recapped the minutes of the January 17 meeting.  Minutes were not available but Paul read the minutes for the audience.  Of note, Bob Marcus will work with Paul Kelly to create a process for transferring monies from and to the Golf and CRF Reserves.  The committee will verify that the Golf 2008 Budget reflects the changes requested by the HUA Board at the December 18, 2007 meeting (minutes approved above).  Patrick Perry made a motion to receive and accept the Finance Committee Report, seconded by Todd Campbell.  At vote, all aye, motion carried.   

Golf and Tennis Committee:  Rick Francisco did not have an official report.  Golf Visions was able to put herbicide in the ponds during the recent thaw, hopefully it will eliminate plant growth problems this next year.  The 1989 tractor (with back-hoe) needs transmission work at the cost of approximately $3,550.  It is older equipment, but a new, comparable tractor would cost over $20,000.  The HR Landscape Mechanic has reviewed the work and proposal and it is deemed to be reasonable and worthwhile.  Todd Campbell made a motion to approve the repair not-to-exceed $3,550, seconded by Patrick Perry.  At vote, 7 aye, 1 nay, motion carried.

Landscape Committee:  No formal report.  The next meeting will be February 11 at 1 pm, HUA office.  The HUA Board has approved $5,000 for replacement trees to be planted along the golf course (from golf reserves).  Our Landscape Department will work with Golf Visions (Tom Jauch) to determine the best choices, locations, and a planting timeline for the replacement trees.

Ponds Committee:  No formal report.  The yearly cleaning program is approaching and is for the ponds that are considered “split boundary” with Fairway Ridge.  Bob Marcus has talked with Fairway Ridge and they were seeking legal opinion.  In that process other issues were uncovered and the Fairway Ridge Board did not allow the information to be released.  Bob Marcus expects to be contacted by the end of January.  There are legal issues for HeatherRidge if a quit-claim deed is required to allow cleaning without liability.  The ponds are heavily eroded and there was discussion on retaining walls.  Todd Campbell will pursue as Committee Chairperson.

Recreational Activities Committee (RAC):  No formal report.

Security Committee:  No formal report.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  Gordon Lind will also work with Todd Campbell and Bob Marcus on the Fairway Ridge pond legal issues.  The committee will be reviewing the insurance quotes as soon as they are received, it must be done in February 2008 as time is of the essence.

Welcoming Committee:  The first regular meeting was held January 8, 2008 and seven new residents attended.  The list of new residents was available for the audience.

OLD BUSINESS: 

Approval of the Revised 2008 Golf Budget.  Revised motion to approve the 2008 Golf Budget which reflects the revisions agreed upon at the Special Board Meeting December 18, 2007 by Patrick Perry, seconded by Sam Dent.  At discussion it was noted that the revisions agreed upon must be incorporated and reflected in the revised 2008 Golf Budget.  Golf Visions was notified of the changes in December 2007.

Billboard Signs by Route 120.  The three choices (and a cover sheet presented at the meeting) were discussed.  The preferred vendor will present three designs to the HUA Board that weigh the aesthetic and eye-catching qualities.  Robert’s Rules were suspended by motion to allow the Social Director to explain choices and the original motion to accept Accent Neon’s bid was withdrawn.  As business resumed, Patrick Perry made a revised motion to accept the quote from Accent Neon, not to exceed $2,735 for double, 14’ x 32’ signs with UV protection.  The vendor will submit three designs for HUA Board approval.  At vote, all aye, motion carried.

New Tables for Central Recreation Facility (CRF).  The HUA Board had been presented with three bids to replace tables for the CRF.  Sam Dent made a motion to accept the proposal from Mity-Lite, Inc. for replacement tables, not to exceed $900, seconded by Paul Kelly.  At vote, all aye, motion carried.

NEW BUSINESS:

StoneyBrook/Cambridge (SBC) Recreation Center Table and Chair Purchases.  The Six-Year Plan had budgeted $2,500 for replacement tables and chairs in 2008.  Patrick Perry made a motion to accept the StoneyBrook/ Cambridge Neighborhood Committee recommendation for the purchase of six 36” tables and 40 stackable chairs, price not-to-exceed $3,000, second by Jim Servis.  At vote, all aye, motion carried.

StoneyBrook/Cambridge Recreation Center Park Bench Purchase.  The Six-Year Plan for 2008 authorizes $1,000 for the SBC play ground area and the SBC Neighborhood Committee made two recommendations.  Todd Campbell made a motion to accept SBC Neighborhood Committee recommendation for two benches at a price not-to-exceed $912, seconded by Patrick Perry.  Robert’s Rules were suspended by motion to allow Ken Crunkilton to explain choices and to clarify that any amount (installation and materials) over the $1,000 would be assumed by the SBC Neighborhood Committee.  In discussion, shipping, installation and materials were discussed and business resumed.  Todd Campbell revised the motion to accept SBC Neighborhood Committee recommendation for two benches at a price not-to-exceed $1,000 with the SBC Neighborhood Committee absorbing the additional expenses for installation and materials (no charge for shipping).  Motion seconded by Sam Dent and at vote, all Aye, motion carried.  Bob Marcus will work out the product ordering and installation.

Village of Gurnee walkway proposal.  The Village of Gurnee has offered to replace the narrow asphalt walkway along Gages Lake Road with a concrete, 5-foot walkway this spring.  The HeatherRidge contribution would be $16,000.  The Six-Year Plan had originally budgeted for in-house replacement in 2010 and 2011 at a $25,000 estimate.  There was discussion on maintenance and insurance liability, HeatherRidge is currently and would in the future be responsible for insurance liability.  Historically the path has never been shoveled, plowed, or salted and is not expected to be in the future.  Bob Marcus will check on legal and insurance liabilities and adherence to the Declarations.  It was noted that the mature trees near the wider walkway may have roots unavoidably damaged.  Bob Marcus will notify Mr. Ziegler, Gurnee Village Engineer, of our approval of the contribution of $16,000.  A motion to accept the Village of Gurnee proposal to replace the aging asphalt walkway along the Gages Lake common property with a concrete walkway, with the cost of $16,000 to HeatherRidge was proposed by Todd Campbell and seconded by Patrick Perry.  At vote, all aye, motion carried.

OPEN DISCUSSION FOR HOMEOWNERS:

Elaine Stein, Covered Bridge Condos, does not feel that the note in the StoneyBrook HO Association minutes regarding HUA pickup of oversized items (rather than leaving them in the residential dumpster) was fair or appropriate.  There was lengthy discussion and it was noted that there is a special, large dumpster provided for residents to use on the east side of the Landscape/Maintenance/Security building.  It is reflected in these minutes that the correct rule (HR Resident Rules and Regulations, July 2007 version, printed and on the web site) is:

“Article 4, Section V (page 16) – HeatherRidge Neighborhood Dumpster Usage and Disposal of Appliances, Furniture, and Construction Materials or Refuse:    Residential neighborhood dumpsters are for household trash and garbage only, not for household appliances, furniture, or construction debris.  Residents are responsible for proper disposal and removal of such items.  Dumpsters for large items are available on the east side of the Security Building.  These dumpsters are exclusively for the use of HeatherRidge residents.  Pickup service is not available and residents must transport their own items to the dumpster by the Security Building.  Violators may be subject to fines.” 

It is further resolved that the November 20, 2007 StoneyBrook HO Association minutes were incorrect and a special notice will be included in the next HeatherRidge Happenings Newsletter clarifying this rule.  Patrick Perry asked that it be noted that the StoneyBrook Homeowner Association does not have the legal right to direct residents to use the residential dumpsters in that way or to direct the HUA to pick up items. 

Todd Campbell made a motion to adjourn the meeting, seconded by Patrick Perry; at vote, all aye, motion carried.

Adjournment at 8:21 pm.                                                                                                         Next Meeting – Tuesday, February 26, 2008