BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), January 27, 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.

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

NOVEMBER 25, 2008 MINUTES:  Paul Kelly made a motion to approve the November 25, 2008 minutes, seconded by Todd Campbell.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Carol Marker announced that Patrick Perry’s resignation from the HUA Board was effective December 31, 2008 and she presented him with a plaque of recognition.  Since 2002, Patrick has served as President, Treasurer, and Secretary, he has spent countless hours working for the good of HUA.  His leadership has been greatly appreciated and Carol Marker noted the importance of community volunteers.

VICE PRESIDENT’S REMARKS:  Todd Campbell expressed sympathy to Carol Marker and her family upon the death of her Brother this past month.  

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  The negative variances have been caused by snow removal costs and will be discussed later in the meeting.  Todd Campbell made a motion to receive and accept the Treasurer’s Report, seconded by Gordon Lind.  At vote, all aye, motion carried.

PRELIMINARY Treasurer's Report for December 31, 2008
UMBRELLA CASH POSITION	Totals 11/30/08	Operating 12/31/08	Reserves 12/31/08	Totals 12/31/2008	Change from Prev. Month
	$390,801.17	$45,750.94	$356,557.77	$402,308.71	$11,507.54
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$118,449.19	$118,950.89	($501.70)	$1,430,615.61	$1,427,408.48	$3,207.13
Landscape	$60,395.92	$33,297.21	($27,098.71)	$696,585.77	$651,482.00	($45,103.77)
Security	$21,946.47	$21,709.01	($237.46)	$247,957.68	$275,152.00	$27,194.32
Administration	$19,539.31	$18,077.23	($1,462.08)	$240,923.28	$234,384.72	($6,538.56)
Maintenance	$42,593.24	$22,925.18	($19,668.06)	$278,129.48	$266,386.00	($11,743.48)
Total Expenses	$144,474.94	$96,008.63	($48,466.31)	$1,463,596.21	$1,427,404.72	($36,191.49)
INCOME (LOSS)	($26,025.75)	$22,942.26	($48,968.01)	($32,980.60)	$3.76	($32,984.36)
CRF CASH POSITION	Totals 11/30/08	Operating 12/31/08	Reserves 12/31/08	Totals 12/31/2008	Change from Prev. Month
CRF	$14,232.73	$11,760.90	$17,145.93	$28,906.83	$14,674.10
CRF-Clubhouse	$9,170.20	$15,105.39	$0.00	$15,105.39	$5,935.19
Golf	$101,668.63	$26,117.84	$16,772.15	$42,889.99	($58,778.64)
TOTALS	$125,071.56	$52,984.13	$33,918.08	$86,902.21	($38,169.35)
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$12,820.07	$12,288.02	$532.05	$152,541.08	$152,454.92	$86.16
EXPENSES	$21,808.77	$8,679.66	($13,129.11)	$142,737.88	$152,454.92	$9,717.04
INCOME (LOSS)	($8,988.70)	$3,608.36	($12,597.06)	$9,803.20	$0.00	$9,803.20
CBRC CASH POSITION	Totals 11/30/08	Operating 12/31/08	Reserves 12/31/08	Totals 12/31/2008	Change from Prev. Month
	$62,492.39	$20,605.04	$41,140.14	$61,745.18	($747.21)
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,633.67	$2,569.68	$63.99	$32,197.18	$30,836.16	$1,361.02
EXPENSES	$1,918.32	$3,002.17	$1,083.85	$35,582.75	$30,840.00	($4,742.75)
INCOME (LOSS)	$715.35	($432.49)	$1,147.84	($3,385.57)	($3.84)	($3,381.73)
HHRC CASH POSITION	Totals 11/30/08	Operating 12/31/08	Reserves 12/31/08	Totals 12/31/2008	Change from Prev. Month
	$42,441.24	$6,909.59	$39,500.22	$46,409.81	$3,968.57
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,631.13	$3,624.87	$6.26	$44,124.96	$44,008.00	$116.96
EXPENSES	$1,786.77	$3,369.35	$1,582.58	$43,270.61	$44,000.00	$729.39
INCOME (LOSS)	$1,844.36	$255.52	$1,588.84	$854.35	$8.00	$846.35
SBCRC CASH POSITION	Totals 11/30/08	Operating 12/31/08	Reserves 12/31/08	Totals 12/31/2008	Change from Prev. Month
	$39,063.67	$16,459.89	$27,105.00	$43,564.89	$4,501.22
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
EXPENSES	$1,967.59	$1,710.42	$257.17	$21,089.18	$20,525.04	$564.14
INCOME (LOSS)	$1,444.10	$1,644.01	$199.91	$23,989.14	$20,525.04	($3,464.10)
INCOME (LOSS)	$523.49	$66.41	$457.08	($2,899.96)	$0.00	($2,899.96)

 

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus recapped the issues noted in the report.  Paul Kelly noted that after the installation of the Hidden Hills and Covered Bridge recreation areas hardware by March 2009, residents of Hidden Hills and Covered Bridge neighborhoods should be able to have new key cards processed by Security before pool opening in late May 2009.  A notice will be put in the March 2009 HeatherRidge Happenings.  Todd Campbell made a motion to receive and accept the Management Report, seconded by Paul Kelly.  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:   A meeting will be held in February to finalize the Audit Committee minutes of December 2008 and to accept the final 2007 audit by Mark Cantey & Associates.

Finance Committee:  Paul Kelly had no formal Financial Report as the minutes are being reviewed.  The Golf Contract is being reviewed with the advice of the corporate lawyer.  The 2008 snow removal costs were considerably over-budget due to extreme weather from January, February, March as well as late November and December 2008.  Paul Kelly asked that specifications be developed and bids solicited to request quotes for snow removal (plowing and shoveling) by “event” rather than by hourly rate.  Foreclosures and bad debt also created deficits, the 2009 HUA Budget makes provisions for the unfortunate circumstance of bad debt.  The HUA Board and management will be monitoring the financial situations of the homeowner associations.  Jim Petkus noted that the ever-increasing mounds of snow at the main HeatherRidge Drive entrance make exit onto Route 21 extremely dangerous for vehicles.  Bob Marcus will request the Village of Gurnee to clear the visual obstructions.

Sam Dent joined the meeting.   

Golf and Tennis 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.  Sam Dent noted that the Clubhouse e-mail account has had access interrupted, and they are in the process of re-establishing the connectivity with Yahoo.com.  The HeatherRidge.org web site and phone access are not affected.  Residents are asked to be patient as connectivity is re-established.  The RAC is also looking at ways to encourage our younger people and children to participate and help plan events that interest them.

Landscape Committee:  Carol Marker asked that a special note of appreciation be published in these minutes and in the HeatherRidge Happenings recognizing the superb job that the Maintenance and Landscape Departments have done clearing and salting the roadways and walkways during the recent winter snow storms.  It has been a monumental task to then clear the mounds of snow at the sides of the roadways and walkways to allow future plowing as winter progresses.  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.   A tax attorney has been retained to protest the inflated real-estate tax bill.  We anticipate a favorable ruling and savings, note that the tax attorney is on contingency, savings will be thus allocated upon success of the appeal.  Paul Kelly asked that there be spread sheets depicting the different insurance plans and vendors for the committee to assist in the selection process.  It is expected that the insurance proposals will be received and reviewed in February 2009.

Welcoming Committee:  The regular meeting was held January 13, 2009 and three new residents attended.  The next meeting will be held February 10, 2009.  A list of new residents was available to the audience.

OLD BUSINESS: 

New Garage Sale Rules and Regulations Revisions, and Dates for 2009 Garage Sales as adopted at the September 23, 2008 HUA Board meeting.

1. “Effective January 1, 2009, the HeatherRidge community, as a whole, shall be entitled to partake in a community-wide garage sale, to be held twice a year on dates determined by the HUA.  The times/dates shall be known to the Residential Associations and the Security Department a minimum of one month in advance of the scheduled date(s), and shall be listed as such in the HeatherRidge Happenings newsletter and/or on the HeatherRidge web site.
2. A permit for garage sales shall be obtained by the HUA from the Village of Gurnee.  There is no charge for the permit and a copy of the permit is to be provided to the Security Department. 
3. No streets will be allowed to be blocked off.
4. The HUA shall determine signage and placement policies.
5. Village of Gurnee ordinances take precedence, especially in matters relating to signage and number of garage sales permitted.”

It should be noted that each residential homeowner association has its own rules and restrictions for holding garage sales, dependent on the style of housing and neighborhood.  Residents must comply with their neighborhood rules. 

Paul Kelly made a motion to have the spring garage sale held Thursday through Saturday, May 14 – 16, 2009 and the fall garage sale held Thursday through Saturday, September 24 – 26, 2009.  Seconded by Sam Dent and at vote, all aye, motion carried.  The HUA will accommodate the permit request and signage as stated above.

NEW BUSINESS:

Election of HUA Board Secretary.  Todd Campbell nominated Sam Dent to fulfill the two-month term of HUA Secretary created by Patrick Perry’s resignation, seconded by Rick Francisco.  At vote, all aye, motion carried. 

Bids for Services and Capital Items.  Only insurance proposals have been received.

HeatherRidge Happenings Advertising Policy.  The corporate attorney was queried about HUA legal policy and responsibility for advertising and article publication in the HeatherRidge Happenings community newsletter.  The attorney advised that HUA needs an official policy (through resolution), approved by the HUA Board, that allows complete discretion as to the content of any advertising or information published.  Paul Kelly moved to accept and register the following resolution.  At vote, all aye, motion carried.  Resolution:

1.       “All advertising material, ads, and/or articles to appear in the HeatherRidge Happenings shall be accepted at the sole discretion of the HeatherRidge Umbrella Association (HUA).

2.       The HUA does not accept any responsibility for, nor does it endorse any advertising material or ads printed in the HeatherRidge Happenings.

3.       No responsibility shall be taken by the HUA for any inadvertent omission or scriveners error relative to any newsletter content, or if the publication is delayed.

4.       Liability concerning any error on the part of HUA in running a particular ad, advertisement, or article shall be limited to one gratis reprint of the item in a future newsletter publication of the same.

5.       The HUA explicitly reserves the right to control, with or without cause, any and all content of items printed in the HeatherRidge Happenings, including but not limited to the acceptance of any ad or advertisement; and may, without prejudice, reject any or all vendors, solicitors and/or authors from publishing in the HeatherRidge Happenings newsletter.

6.       Any and all chargeable items presented and accepted for submission in the HeatherRidge Happenings shall be paid for in advance of publication and shall be non-refundable.

7.       Any vendor who, at the sole discretion of the HUA, becomes a problem or source of conflict, irritation or issue to the HUA, may be prohibited from running, or continuing to run advertisements in the HeatherRidge Happenings.

8. The HUA does not guarantee any circulation figures, placement positioning, or delivery figures for the newsletter.”

The processing of work orders was discussed as one residential homeowner association President (and HUA Board member) had received a certified letter from a resident about a paving issue.  Work orders are processed through the Community Manager and the HUA office.  Bob Marcus will respond to the resident.

Carol Marker recommended that while petroleum prices are lower, specifications be developed and bids solicited for street paving for 2009.  Historically, the work has been done in late fall, but it might be financially prudent to contract for the work earlier in the year.  Unfortunately there is not enough money available through the Six-Year Plan to do all streets and extensive preventive maintenance.

OPEN DISCUSSION FOR HOMEOWNERS:

Patrick Perry of the StoneyBrook neighborhood commended the Landscape and Maintenance Departments for the tremendous job they have been doing in plowing, salting, and shoveling.  He inquired if the newly adopted HeatherRidge Happenings policy includes political advertising.  Carol Marker responded that it does cover it.

Elaine Stein of the Covered Bridge Condos noted that she has occasional “hiccups” and picture disruption during television broadcasts, could it be related to the change to high-definition broadcasting.  It was noted that it might be HD, but it could also be caused within her Comcast cable coverage.  She asked if residents could be advised if a HeatherRidge Happenings vendor has received complaints.  No, that information cannot be released.

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

Adjournment at 7:54 pm.                                                                                      Next Meeting – Tuesday, February 24, 2009