BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), January 25, 2011

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, and Terry Potash.  Absent:  Linda Kirby, Jim Petkus, Jim Servis, and Carole Stern.    

NOVEMBER 23, 2010 MINUTES:  Terry Potash made a motion to accept and approve the October 26, 2010 minutes, seconded by Sam Dent.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell is pleased that the Community Manager has developed management plans and schedules to work with Department Heads in organizing work projects and schedules, within budgeting guidelines.  The HUA election in March will be the first “at-large election” and nominations will be accepted through February 4, 2011 and may be taken from the floor on the evening of the election.

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, second by Sam Dent, to receive and accept the Treasurer’s Report and the expenditures through December 2010.  At vote, all aye, motion carried.

Preliminary Treasurer's Report for December 31, 2010
UMBRELLA CASH POSITION	Operating 11/30/10	Operating 12/31/10	Net Change Operations	Reserves 11/30/2010	Reserves 12/31/2010	Net Change Reserves
	$68,865.16	$82,942.67	$14,077.51	$793,469.22	$556,322.82	($237,146.40)
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,924.49	$123,559.06	$365.43	$1,487,074.49	$1,483,314.16	$3,760.33
Landscape	$75,039.66	$47,023.93	($28,015.73)	$673,496.90	$674,396.00	$899.10
Security	$45,441.28	$21,883.12	($23,558.16)	$265,093.38	$276,883.00	$11,789.62
Administration	$33,471.93	$19,369.19	($14,102.74)	$263,440.06	$249,055.00	($14,385.06)
Maintenance	$35,158.81	$28,003.05	($7,155.76)	$261,345.64	$283,003.00	$21,657.36
Total Expenses	$189,111.68	$116,279.29	($72,832.39)	$1,463,375.98	$1,483,337.00	$19,961.02
INCOME (LOSS)	($65,187.19)	$7,279.77	($72,466.96)	$23,698.51	($22.84)	$23,721.35
CRF CASH POSITION	Operating 11/30/10	Operating 12/31/10	Net Change Operations	Reserves 11/30/2010	Reserves 12/31/2010	Net Change Reserves
CRF	$4,623.45	$5,037.23	$413.78	$71,403.65	$75,589.30	$4,185.65
CRF-Clubhouse	$7,533.64	$6,474.75	($1,058.89)	$0.00	$0.00	$0.00
Golf	$52,753.20	$40,737.92	($12,015.28)	$69,645.64	$69,653.33	$7.69
TOTALS	$64,910.29	$52,249.90	($12,660.39)	$141,049.29	$145,242.63	$4,193.34
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,176.27	$11,183.91	($7.64)	$136,386.21	$137,206.26	($820.05)
EXPENSES	$24,283.59	$17,862.06	($6,421.53)	$145,928.73	$137,176.90	($8,751.83)
INCOME (LOSS)	($13,107.32)	($6,678.15)	($6,429.17)	($9,542.52)	$29.36	($9,571.88)
CBRC CASH POSITION	Operating 11/30/10	Operating 12/31/10	Net Change Operations	Reserves 11/30/2010	Reserves 12/31/2010	Net Change Reserves
	$6,161.72	$7,776.92	$1,615.20	$45,657.12	$46,418.10	$760.93
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,656.35	$2,563.68	$92.67	$29,672.24	$30,830.16	($1,157.92)
EXPENSES	$2,457.17	$2,937.17	$480.00	$36,105.89	$30,834.00	($5,271.89)
INCOME (LOSS)	$199.18	($373.49)	$572.67	($6,433.65)	($3.84)	($6,429.81)
HHRC CASH POSITION	Operating 11/30/10	Operating 12/31/10	Net Change Operations	Reserves 11/30/2010	Reserves 12/31/2010	Net Change Reserves
	$13,825.79	$17,528.59	$3,702.80	$53,264.33	$55,187.23	$1,922.90
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$4,755.23	$4,446.50	$308.73	$53,912.58	$53,911.00	$1.58
EXPENSES	$3,240.53	$3,756.84	$516.31	$39,405.52	$53,915.00	$14,509.48
INCOME (LOSS)	$1,514.70	$689.66	$825.04	$14,507.06	($4.00)	$14,511.06
SBCRC CASH POSITION	Operating 11/30/10	Operating 12/31/10	Net Change Operations	Reserves 11/30/2010	Reserves 12/31/2010	Net Change Reserves
	$13,414.37	$14,456.37	$1,042.00	$45,692.95	$47,154.39	$1,461.44
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,014.74	$1,970.08	$44.66	$24,057.89	$23,560.00	$497.89
EXPENSES	$1,147.38	$1,753.37	$605.99	$24,368.41	$23,560.00	($808.41)
INCOME (LOSS)	$867.36	$216.71	$650.65	($310.52)	$0.00	($310.52)

 

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience. 

The winter season has had normal snowfall and the snow removal, plowing and salting have been accomplished with few complaints, and those were resolved quickly.  There was an instance of broken pipes that flooded a unit in the Hidden Hills Townhome neighborhood.  It is important that units that are vacant be winterized and it can be a problem in foreclosures without specific ownership information or access.  Election nomination forms are available at the HUA office and will be printed in the HeatherRidge Happenings.  There are three seats open and three nominations have been received, more are encouraged and welcomed.  The Clubhouse participated in a Bridal Show over the past weekend to advertise availability for weddings, receptions, and other parties.  The Board asked for information on the waste and recycling coordination efforts with the Village of Gurnee, the work with neighborhoods is ongoing.  The Board is pleased with the Management Plans Al has developed to work with Department Heads in organizing work projects, schedules, and budgeting guidelines.  Sam Dent made a motion to approve the Management Report, seconded by Terry Potash.  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.

Finance Committee:  Paul Kelly recapped the Finance Committee agenda items for the meeting in January.  The Committee asked that the RAC complete the Management Plan for profit improvement before new expenditures or initiatives are proposed.  Sam Dent made a motion to accept the Finance Committee Report, seconded by Owen Hill.  At vote, all aye, motion carried.

Election Oversight Committee:  Todd Campbell noted that there will be new procedures for the election and proxy processes this year for the March 22, 2011 HUA Board of Directors election.

Golf and Tennis Committee:   No official meeting or report.  The bids for Pro Shop carpeting and renovation of the counter will be presented in the business portion of the meeting.

Landscape Committee:  No formal report or motion required.  

Ponds Committee:  No formal report or motion required.

Recreational Activities Committee (RAC):  A meeting was held on January 12, 2011 with several new members attending, minutes were in the Board Packet (Carole Stern unable to attend HUA meeting).  President Campbell is concerned about the recommendation to paint over the Waterfall Lounge painting/mural outside the lounge.  There is significant history to the mural and it was done by a local HUA artist.  The issue will be brought up in New Business.  Paul Kelly said that the Finance Committee has not received the Marketing Plan for improving Clubhouse profits and that no changes or purchases should be done until they prove to fit into the plan.  Al Villasenor said that the Marketing Plan work had been deferred and that he will work with the Social Director for the submission.   Paul Kelly made a motion to approve the RAC Report (noting that acceptance notes the recommendations but does not allow any acquisitions), second by Sam Dent.  At vote, all aye, motion carried.

Security Committee:  Linda Kirby submitted a report although she could not attend the HUA meeting.  The computer in the Security office needs replacement and Paul Kelly asked that the Security Department and the Community Manager work toward getting specifications and bids to replace the equipment.  Paul Kelly made a motion to accept the Security Committee Report, seconded by Terry Potash.  At vote, all aye, motion carried.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):   No formal report or motion required.  Owen Hill noted that the final work is being done on the HUA Resident Rules and Regulations.  It is hoped that the document will be ready by the end of February or in March 2011.

Welcoming Committee:  The first meeting of the new year was held January 11, 2011 and five residents attended.  The next meeting will be held on Tuesday, February 8, 2011 at the CRF Lounge (7 pm).

OLD BUSINESS:

HUA Maintenance Truck Replacement (enclosure).  The older of the two Maintenance trucks needs replacement.  It was originally scheduled for 2012, but a swap in the Six-Year Plan will allow for a Landscape truck purchase to be deferred to 2012 instead.  Bids were competitive and Raymond Chevrolet had the best offer and consideration of the trade-in.  Owen Hill made a motion to accept the Raymond proposal, to include the plow preparation and

8 ˝’ V-plow at a cost not-to-exceed $19,000 with the trade-in.  Seconded by Terry Potash.  At vote, all aye, motion carried.  A purchase order will be issued.

Carpet Replacement for the Golf Pro Shop and entrance areas (enclosure).  The bids were distributed for replacement carpeting in the Pro Shop.  The Golf Committee recommends accepting the Susman bid for industrial carpeting that is currently in stock at a good price.  The other bidders cannot guarantee that type of carpet and are higher in price.  It would be preferable to have the carpeting laid before renovation of the counter.  The bid includes installation, removal (and off-site disposal) of the existing carpeting.  Sam Dent made a motion to accept the Susman proposal at a cost not-to-exceed $2,400, seconded by Paul Kelly.  After discussion, Sam Dent amended the motion to make the price not-to-exceed $2,139 as on the bid, seconded by Paul Kelly.  At vote, all aye, motion carried.  A purchase order will be issued.

NEW BUSINESS:

Schedule Spring and Fall Garage Sales (enclosure).  Paul Kelly moved to accept the Garage Sale dates as proposed as May 19-21, 2011 and September 22-24, 2011, seconded by Terry Potash.  At vote, all aye, motion carried.  The announcements will be placed in the HeatherRidge Happenings newsletter.

Schedule Spring and Fall Open House Weekends (enclosure).  Terry Potash moved to accept the Open House signage allowance dates as proposed as April 30-May 1, 2011 and September 10-11, 2011, seconded by Terry Potash.  At vote, all aye, motion carried.  The announcements will be placed in the HeatherRidge Happenings newsletter.

Counter top for Golf Pro Shop.  Sam Dent explained the project for renovating the existing Pro Shop counter and replacing the countertop, work to be done by Golf staff.  Of the quotes, the Corian countertop is the recommended choice at a cost of $1,276.  Sam Dent made a motion to purchase the Home Depot proposed Corian countertop at the cost of $1,276.  The Board prefers that three quotes be evaluated and that the project be tabled until receipt of such.  Sam Dent withdrew the motion and will have two more bids provided.  Further the Board is willing to use e-mail and phone query of Board members for selection so that the work can be done before the golf season opens this spring. 

Mural Painting over the Waterfall Lounge Entrance.  Owen Hill made a motion to leave the mural painting at the entrance of the Waterfall Lounge (not to paint over it and replace it with a sign), seconded by Terry Potash.  At vote, all aye, motion carried.

OPEN DISCUSSION FOR HOMEOWNERS: 

Ann Richter of the Hidden Hills Townhome neighborhood noted that the Board and the management company make every attempt to identify vacant units and make sure they are winterized to prevent broken pipes and flooding.  The Board recognized that it is a difficult task in this era of foreclosures, vacancies, and economic hardship.  Their diligence is appreciated.   

Cris Mekuly, President of the Hidden Hills Townhome Board brought a letter that has been widely distributed by American Water Resources to residents and felt that it could be a scam.  Al Villasenor noted that the letter and a notice that will be placed in the HeatherRidge Happenings was distributed this evening, and that the Village of Gurnee had advised that the company is actually legitimate, but that in 40 years, there have only been two instances of “broken pipes” and that this type of insurance is probably NOT needed.  A notice will be placed in the HeatherRidge Happenings and residents can call the office at (847) 816-9300. 

Cris Mekuly, President of the Hidden Hills Townhome Board asked about the new election process, ballots, and proxy forms that will need to be circulated.  Todd Campbell said that the proxies will have the names of known nominees printed and room for write-in candidates.  A 20% return of proxies and ballots is required for the election process.  More information will be distributed by the Election Oversight Committee.

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

Adjournment at 7:55 pm.                                                         Next Meeting – Tuesday, February 22, 2011