BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), July 24, 2007

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, Patrick Perry, Jim Servis, and Elroy Wilke.  Sam Dent joined at 7:15 pm.

JUNE 26, 2007 MINUTES:  Patrick Perry made a motion to approve the June 26, 2007 minutes, seconded by Todd Campbell.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Carol Marker announced that we have received the “Gurnee In Bloom” first place award for neighborhood associations with our garden by the 920 Vose condo building.  Our other four entries received participation awards.  All are encouraged to thank our Landscape staff for their exceptional talent and dedicated service.  Patrick Perry has requested that we host Mayor Kristi Kovarik at a Board meeting in the fall.  Carol agreed it was a good idea and polled the HUA Board.  Todd Campbell encouraged Carol to send letters to each neighborhood president announcing the presentation and offering resident participation and an opportunity to submit questions (ahead of time if possible) on items of interest concerning the Village of Gurnee.

VICE PRESIDENT’S REMARKS:  Todd Campbell noted that the HUA Board is preparing the Six-Year Plan and Budget and holding regular meetings.  The next meeting will be held Monday, July 30, 2007.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and noted that some budget overages are being looked into, analysis available by the end of the week.  It was noted that the previous month had three pay periods (happens twice a year) and it is absorbed within the next month.  Paul also noted our cash position was stronger than the month before.  Todd Campbell made a motion to approve the Treasurer’s Report, seconded by Gordon Lind.  At vote, all aye, motion carried.

Treasurer's Report for June 30, 2007
CASH POSITION	Totals 5/31/07	Operating 6/30/07	Reserves 6/30/07	Totals 6/30/2007	Change from Prev. Month
Umbrella	$379,522.80	$67,388.60	$323,869.27	$391,257.87	$11,735.07
CRF	$21,675.94	$7,947.11	$12,937.72	$20,885.83	($790.11)
CRF-Clubhouse	$29,136.58	$24,786.41	$5,247.61	$30,034.02	$897.44
Golf	$109,033.53	$104,105.07	$56,478.67	$160,583.74	$51,550.21
CBRC	$64,174.39	$21,069.43	$41,539.33	$62,608.76	($1,565.63)
HHRC	$37,229.38	$10,040.56	$27,931.31	$37,971.87	$742.49
SBCRC	$69,391.93	$21,749.03	$51,276.66	$73,025.69	$3,633.76
TOTALS	$710,164.55	$257,086.21	$519,280.57	$776,367.78	$66,203.23
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$114,788.17	$112,853.49	$1,934.68	$683,236.92	$677,120.94	$6,115.98
Landscape	$80,041.96	$61,409.54	($18,632.42)	$296,246.57	$309,569.90	$13,323.33
Security	$29,559.07	$24,065.56	($5,493.51)	$126,280.03	$143,023.21	$16,743.18
Administration	$23,012.14	$17,463.51	($5,548.63)	$105,177.48	$105,016.56	($160.92)
Maintenance	$21,897.78	$20,542.21	($1,355.57)	$137,083.77	$119,353.26	($17,730.51)
INCOME (LOSS)	($39,722.78)	($10,627.33)	($29,095.45)	$18,449.07	$158.01	$18,291.06
CRF  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$12,489.56	$12,636.66	($147.10)	$72,948.12	$77,819.96	($4,871.84)
EXPENSES	$13,548.27	$10,026.78	($3,521.49)	$63,242.58	$59,927.34	($3,315.24)
INCOME (LOSS)	($1,058.71)	$2,609.88	($3,668.59)	$9,705.54	$17,892.62	($8,187.08)
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,672.35	$2,569.68	$102.67	$16,281.10	$15,418.08	$863.02
EXPENSES	$2,173.39	$2,461.53	$288.14	$13,000.03	$15,416.68	$2,416.65
INCOME (LOSS)	$498.96	$108.15	$390.81	$3,281.07	$1.40	$3,279.67
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,235.46	$3,224.33	$11.13	$19,681.03	$19,600.98	$80.05
EXPENSES	$2,064.66	$3,359.14	$1,294.48	$16,203.96	$18,427.34	$2,223.38
INCOME (LOSS)	$1,170.80	($134.81)	$1,305.61	$3,477.07	$1,173.64	$2,303.43
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,731.67	$1,675.62	$56.05	$10,395.69	$10,053.72	$341.97
EXPENSES	$1,612.21	$1,703.31	$91.10	$7,789.44	$9,586.54	$1,797.10
INCOME (LOSS)	$119.46	($27.69)	$147.15	$2,606.25	$467.18	$2,139.07

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob summarized the spillway and supporting retaining walls, and noted that there may be an alternate solution to spending $80,000 - $100,000 to repair them.  A Helix system would cost approximately half that, but the footings must be examined and photographed to determine the substructure stability to support work done above.  The pond cleaning and sediment removal started for ponds 14, 15, 16 and muck bags are installed between two Covered Bridge condo buildings.  The recreation center badge and scanner system and hardware are experiencing problems with trying to reuse very old components that are now failing.  Some of these parts are being replaced with newer ones.  Bob will meet with SpaceCo (surveying and civil engineering firm) to look at the topography and changes in the lay of the land in Hidden Hills.  Several units have experienced problems with water and moisture.  Patrick Perry made a motion to 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.  Todd Campbell did not have a written report but he will be meeting with the Maintenance Department Chief to discuss Six-Year Plan and Budget.

Audit Committee:  No formal report.

Finance Committee:  Paul Kelly said that the preliminary Audit Report has been completed and he noted the summarization of the auditors.  The Finance Committee will meet again with auditors in September to finalize the audit after review by HUA Board and interested residents.  Paul recapped the Finance Committee meeting items that were included in the formal report available to the Board and the audience.  Paul noted that we had joined the National Golf Foundation.  Rick Francisco made a motion to accept the Finance Committee Report, seconded by Gordon Lind.  At vote, all aye, motion carried. 

Sam Dent joined the meeting.

Golf and Tennis Committee:  Rick Francisco reported on a meeting held July 10, 2007.  Items of note included a junior golf program with 165 children participating; sand added to bunkers; drainage system repaired; revenues and reserve figures; another deposit to the reserve account has been made; and rounds of golf for June were the highest on record.  Todd Campbell made a motion to approve the Golf and Tennis Report, seconded by Elroy Wilke.  At vote, all aye, motion carried.

Landscape Committee:  The Landscape Committee met Tuesday, July 17, 2007 at 10:30 at the HUA Office.  The Landscape Budget was the primary topic of discussion.  Our labor crew is fully staffed, the mowing schedule has decreased with the hot, dry weather, and many additional landscaping projects and work orders are being completed.  Sam Dent made a motion to accept the Landscape Committee Report, seconded by Paul Kelly.  At vote, all aye, motion carried. 

Ponds Committee:  No formal report, as noted earlier, three ponds in the Covered Bridge area are being cleaned.

Recreational Activities Committee (RAC):  No formal report.  The annual Pig Roast is scheduled August 10^th and some tickets are still available.  Some minor renovations to the bar area are being considered. 

Security Committee:  No formal report.  Gordon had called LaMarCo Systems about the problems with the keycard and security system, but the project manager was on vacation.  We have encountered several system and hardware set-backs and this has caused problems for HUA and residents.  Chief Akers is trying to get additional cards for our existing system as our stock is nearly depleted.  Residents now applying for new cards will be credited when they need to have them replaced with the new system cards.  There was a theft from the Golf Pro Shop and our own Security Department was not called, only the Gurnee Police Department (GPD).  Bob Marcus and Carol Marker will be meeting with the GPD to get information on GPD patrol of HUA private roads, and also improved communication between the GPD and our HeatherRidge Security Department.    

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  No formal report.  Gordon is working with the Maintenance Department to review and revise our bidding and purchasing policy processes in regard to uniform specifications. 

Welcoming Committee:  There was a Welcoming Committee meeting on July 10, 2007 and 15 new residents attended.  The next regular meeting will be August 14, 2007 at 7 pm at the CRF.  The list of new residents was available for the audience.

OLD BUSINESS: 

Clubhouse Rental Resident and Sunday Rates.  All rental rates have been reviewed and were revised earlier this year.  Business has declined since then and new rates for non-residents were approved in June and revised rates for residents and for Sunday rental have been proposed.  It is noted that the resident rates are lower as residents also contribute through assessments to the care of the CRF.  Sam Dent made a motion to approve the proposed resident  and Sunday rates for the CRF Clubhouse, seconded by Patrick Perry.  At vote, all aye, motion carried.

Drainage Bids.  The HUA Board has approved the paving bid to lock in lower pricing, but drainage work and materials must be done before the actual paving is done.  Four RFP’s were sent, two bidders were non-responsive, and two bids were received.  Patrick Perry made a motion to suspend the purchasing policy that requires three responsive bids, and to review the two bids received, as we cannot delay contract award and paving any longer.  Paul Kelly seconded; at vote, all aye, motion carried.  Todd Campbell made a motion to accept the Neil Reinhart proposal of $14,670 to do the drainage work as soon as possible, seconded by Paul Kelly.  In comparing bids, it is noted that the Reinhart bid estimates and provides more material and footage and a lower price.  The estimate is still over the budgeted amount in 2007, and most projects are reflecting higher petroleum material and delivery prices.  Elroy Wilke noted the drainage problem in the south parking lot of the 930 Taylor condo building.  It plugs up and water drains into the parking garage through the window wells.  Bob Marcus will work with Jason and Reinhart to try to alleviate the problem.  At vote on the motion, all aye, motion carried.  A deposit is required to initiate the drainage contract.

Golf Course Defibrillator.  An information session by the Red Cross was held in July.  The defibrillator is not a budgeted item for 2007 and will be included in the 2008 Budget.  In 2008 it will be presented to the HUA Board again for evaluation.  Possession and responsibility for the equipment must be determined before decision. 

Gurnee Patrol of HUA Roads and Neighborhoods.  Bob Marcus and Carol Marker will meet with GPD Chief Jones and Deputy Chief Woodside on Thursday, July 26, 2007 to discuss these issues and communication.  Bob Marcus will author a memorandum on results and recommendations. 

Reserve Study by Finance Committee.  The reserve study project is a non-budgeted item for 2007.  It could not be completed in time to support the ongoing 2008 Six-Year Plan and 2008 Budget planning sessions.  As reviewed by the Finance Committee, it is considered a one-time proposal, thereby a capital expense to be included in the Six-Year Plan for next year.

Spillway Report.  The May 2007 minutes note that the HBIS engineering report stated the spillway condition is not a safety threat, but it should not be used for golfer or golf cart passage.  The Golf and Tennis Committee was asked to determine appropriate fence and signage to close the passageway off in May.  The fence has been taken down and rangers and maintenance vehicles have been allowed to use the spillway to drive over.  Signs were installed advising golfers not to use the spillway and a poll of the HUA Board determined this is adequate.  Having divers take pictures of the footings and substructure will be pursued.

Updated HUA Resident Rules and Regulations.  The revised HeatherRidge Resident Rules and Regulations have been available for review on the web site and in the office since June 15.  Carol thanked the Security Chief Akers, the HUA Board members who worked on the revision and our resident review members for their work and recommendations.  Todd Campbell made a motion to approve the updated HeatherRidge Resident Rules and Regulations for publication, seconded by Sam Dent.  At vote, all aye, motion carried.

Leak in the area of 775-787 Chandler Road.  This situation was noted earlier in the Management Report.  In the past two years, some Hidden Hills townhome residents have noted moisture continually in crawlspace areas that had not occurred in previous years.  It is difficult to determine cause and responsibility as an HUA or a residential property drainage problem.  There have been substantial changes resulting from highway construction, and also from natural land changes and shifts of elevations over a number of years.  Aging residential units have older plumbing pipes and fixtures that can also impact all crawlspaces in a housing cluster.  Bob Marcus will work with engineers of SpaceCo to make an evaluation and more information will be presented at the next HUA Board meeting.

NEW BUSINESS:  None.

OPEN DISCUSSION FOR HOMEOWNERS:

Bob Adelman of the HighPointe neighborhood and former HUA Board Director noted that HUA had done drainage work outside the noted townhome units in 2005.  He also thought that it had been noted that at a previous HUA Board meeting that the spillway was dangerous.

Cathy Hawkins of the Cambridge neighborhood noted that a GPD squad car monitoring Manchester Drive over the weekend made a significant difference in reducing the number of cars that speed on Manchester and into the HeatherRidge neighborhoods.

A StoneyBrook resident is very concerned that the StoneyBrook/Cambridge pool gates are not secured.  It was noted to her that we have been working on the hardware and software system for the new security system and that we had also experienced some damage to gates that had been secured, wires were torn out.  We are working as quickly as possible to have the system operational and new key cards issued to residents.  Her concern is understood and appreciated.

Another StoneyBrook resident asked if residents would have to pay for the new key cards when they are available.  The HUA Board responded that the key card fee would be $25 per card. HUA BOARD NOTE:  The Board regrets that error, the approved charge will be $10 per card as voted on in May 2007 by the HUA Board  (children under 18 attend with adults and do not require individual cards) for owner/residents.  It was noted that if cards in the new system are lost, the identification can be invalidated making the card unusable (particularly if found or stolen by others).

Patrick Perry made a motion to adjourn the meeting, seconded by Gordon Lind.  All aye, motion carried.

Adjournment at 8:10 pm.                                                                                                         Next Meeting – Tuesday, August 28, 2007