BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), January 26, 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, Linda Kirby, Jim Petkus, Terry Potash, and Jim Servis. 

NOVEMBER 24, 2009 MINUTES:  Jim Petkus made a motion to approve the November 24, 2009 minutes, seconded by Linda Kirby.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell welcomed everyone back from the holidays and thanked them for attending the first HUA Board meeting of 2010.  

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

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail for December 31, 2009.  Most accounts finished very close to the 2009 budgeted amounts.  Sam Dent made a motion, seconded by Jim Servis, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

 

Preliminary -  Treasurer's Report for December 31, 2009
UMBRELLA CASH POSITION	Totals 11/30/09	Operating 12/31/09	Reserves 12/31/09	Totals 12/31/2009	Change from Prev. Month
	$694,141.78	$34,238.24	$690,670.47	$724,908.71	$30,766.93
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$124,309.99	$123,663.71	$646.28	$1,484,150.79	$1,483,963.20	$187.59
Landscape	$62,984.62	$35,276.81	($27,707.81)	$645,988.48	$666,657.00	$20,668.52
Security	$40,916.00	$22,168.11	($18,747.89)	$270,259.75	$280,250.00	$9,990.25
Administration	$37,518.88	$19,255.92	($18,262.96)	$256,959.96	$250,810.76	($6,149.20)
Maintenance	$38,229.88	$28,904.78	($9,325.10)	$271,216.19	$286,260.00	$15,043.81
Total Expenses	$179,649.38	$105,605.62	($74,043.76)	$1,444,424.38	$1,483,977.76	$39,553.38
INCOME (LOSS)	($55,339.39)	$18,058.09	($73,397.48)	$39,726.41	($14.56)	$39,740.97
CRF CASH POSITION	Totals 11/30/09	Operating 12/31/09	Reserves 12/31/09	Totals 12/31/2009	Change from Prev. Month
CRF	$27,824.64	$8,234.33	$22,524.76	$30,759.09	$2,934.45
CRF-Clubhouse	$28,335.22	$30,356.35	$0.00	$30,356.35	$2,021.13
Golf	$118,108.63	$22,241.08	$72,069.28	$94,310.36	($23,798.27)
TOTALS	$174,268.49	$60,831.76	$94,594.04	$155,425.80	($18,842.69)
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$14,804.59	$12,403.23	$2,401.36	$160,273.92	$153,338.12	$6,935.80
EXPENSES	$24,568.55	$26,835.22	$2,266.67	$146,989.26	$153,320.00	$6,330.74
INCOME (LOSS)	($9,763.96)	($14,431.99)	$4,668.03	$13,284.66	$18.12	$13,266.54
CBRC CASH POSITION	Totals 11/30/09	Operating 12/31/09	Reserves 12/31/09	Totals 12/31/2009	Change from Prev. Month
	$47,131.88	$11,980.41	$37,142.63	$49,123.04	$1,991.16
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,686.99	$2,569.68	$117.31	$31,713.46	$30,836.16	$877.30
EXPENSES	$2,745.11	$2,841.80	$96.69	$39,755.30	$30,840.00	($8,915.30)
INCOME (LOSS)	($58.12)	($272.12)	$214.00	($8,041.84)	($3.84)	($8,038.00)
HHRC CASH POSITION	Totals 11/30/09	Operating 12/31/09	Reserves 12/31/09	Totals 12/31/2009	Change from Prev. Month
	$40,114.52	$5,767.69	$37,710.75	$43,478.44	$3,363.92
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,914.64	$3,800.37	$114.27	$46,173.19	$46,114.00	$59.19
EXPENSES	$3,174.67	$3,074.46	($100.21)	$46,119.29	$46,105.00	($14.29)
INCOME (LOSS)	$739.97	$725.91	$14.06	$53.90	$9.00	$44.90
SBCRC CASH POSITION	Totals 11/30/09	Operating 12/31/09	Reserves 12/31/09	Totals 12/31/2009	Change from Prev. Month
	$48,503.56	$14,397.67	$34,530.14	$48,927.81	$424.25
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,959.75	$1,919.22	$40.53	$23,440.18	$23,030.64	$409.54
EXPENSES	$905.04	$1,655.00	$749.96	$22,152.67	$23,040.00	$887.33
INCOME (LOSS)	$1,054.71	$264.22	$790.49	$1,287.51	($9.36)	$1,296.87

 

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Items noted included engineering proposals for the structure of the HHRC; SBCRC re-carpeting and replacing recreational equipment; continuing underwriting process for infrastructure line-of-credit loan; satisfaction with the snow shoveling and removal contract work.  A new Security Officer has been hired.  Bill Morris was a former Gurnee Police Officer, now working for our community.  HUA will be looking at alternatives for heat for the CBRC and pool, the propane service has been very expensive.  It may be possible to roll the evaluation of the HHRC structure into the Reserve Study which is planned for spring 2010.  Linda Kirby made a motion, seconded by Jim Servis, to receive and accept the January 2010 Management Report.  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:  No formal report or motion required.

Finance Committee:  Paul Kelly recapped the notes from his meeting minutes.  A Reserve Study will be done this spring.  Sam Dent made a motion to receive and accept the report of the Finance Committee, seconded by Jim Servis.  At vote, all aye, motion carried.

Golf and Tennis Committee:  No formal report or motion required. 

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.  Linda Kirby noted that she is working with the Security Chief on the occasional vandalism issues in the community.  Our Security Department is a huge factor in keeping our community safe and discourages the ever-increasing home and car burglary instances now more common as a result of the depressed economy and unemployment rates. 

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

Welcoming Committee:  The January 12, 2010 meeting welcomed three new residents.  The next regular meeting will be held Tuesday, February 9, 2010.

OLD BUSINESS:

2008 Audit.  Bob Marcus is working to complete the 2008 audit submissions.  There are still issues of IRA contributions and inventory/purchases for the golf course that must be finished and submitted.  Bob is reviewing the HUA insurance policies that come for renewal this spring and looking at other vendors for the 401K plans.

Golf Budget Update.  A workshop was held on Monday, January 19, 2010 to discuss the changes the HUA Board has asked for from Golf Visions.  Bob Marcus will finalize the Golf Budget update for reconsideration at the February 2010 HUA Board meeting.  There is a commitment to meet with Golf Visions in August/September 2010 to discuss the 2011 Golf Budget and HUA Board expectations, lessening the confusion experienced this year.

NEW BUSINESS:

Collection of Past-Due Assessments and Legal Fees.  A meeting is scheduled for January 27, 2010 with Residential Homeowner Association Board Treasurers (or another representative) to discuss the procedures for collecting assessments; the legal requirements (from HUA or residential association Declarations) for the amounts to be submitted; outstanding assessments; penalties that may be assessed; foreclosures and defaults of homes.  There is a direct effect on the revenue collection for HUA and the residential homeowner associations.  It is important that there be common understanding of the legal procedures and responsibilities, clearing unrealistic assumptions or misconceptions.  Paul Kelly asked what the legal changes have been since the Declarations were developed nearly 30 years ago and asked Bob to make a summarized HUA policy on collections, legal fees, penalties, and the procedures for administration of such.  Bob Marcus will put together an information package and master plan from the input gathered at the meeting and from legal resources.  The process of collecting the HUA and residential association security deposits; the process of when and how to apply those funds to cover the losses; and the Section 8.03 of the Declarations that allows delinquent charges to bear interest at the current and highest rate of interest must be clarified and documented.  These procedures must be assembled and turned over to the TLLCISI Committee for review and application.  Todd Campbell asked Treasurer Kelly to develop a list monthly of each association receipts; what is supposed to be paid; what has been paid; and what is outstanding so that HUA has an active and accurate listing. 

Schedule Spring and Fall Garage Sales.  Linda Kirby made a motion to hold the spring garage sale May 20–22 and that the fall garage sale held on September 23–25, seconded by Paul Kelly.  At vote, all aye, motion carried.

Schedule Spring and Fall Open House Weekends.  Linda Kirby made a motion to hold the spring Open House April 17-18 and that the fall Open House held on September 11-12, seconded by Jim Servis.  At vote, all aye, motion carried.  The August 2009 Board resolution allows open house signage to be placed on HUA property during the weekend so that residents can host open houses.  The success will be evaluated by the HUA Board and a determination made as to whether to continue the bi-annual events.  (Put on May agenda, per Paul Kelly.)

OPEN DISCUSSION FOR HOMEOWNERS: 

Joan Karkow, Hidden Hills Neighborhood Committee Chairman asked that the main HHRC pool be allowed to be kept open the week after Labor Day, but that the Cabana pool be closed to economize on pool heating and chemical costs.  She was asked to have the Hidden Hills Neighborhood Committee make a formal request to HUA.

Frances Fletcher, Covered Bridge, 930 Taylor condo.  There were large bushes removed to the left of the main entrance that have not been replaced.  Bob Marcus will check with Landscape to confirm the replacement schedule and report back at the February 2010 meeting.

Nancy Hemstreet of Cambridge asked for clarification of the open-house policy.  She noted that there were open-house signs out on HUA property the previous Tuesday (a common day of the week that realtors attend open houses).  Todd Campbell explained our policy as noted above. 

Linda Kirby noted the passing of Betty Simmen on Christmas Day.  Betty was active in the Cambridge Association and a well-known artist in our area.  Sympathy is extended to her husband, Jim, and their family. 

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

Adjournment at 7:46 pm.                                                                             Next Meeting – Tuesday, February 23, 2010