BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), July 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, Rick Francisco, Paul Kelly, Gordon Lind, Jim Petkus, and Jim Servis.  Sam Dent and Patrick Perry were absent. 

JUNE 24, 2008 MINUTES:  Todd Campbell made a motion to approve the June 24, 2008 minutes, seconded by Gordon Lind.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Carol Marker noted that Sam Dent is in the hospital for medical procedures, he is in the thoughts and prayers of the HUA Board and community.  Carol Marker thanked Todd Campbell for being the Acting President as she was on leave of absence.   

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Todd Campbell made a motion, seconded by Rick Francisco, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

PRELIMINARY Treasurer's Report for June 30, 2008
UMBRELLA CASH POSITION	Totals 5/31/08	Operating 6/30/08	Reserves 6/30/08	Totals 6/30/2008	Change from Prev. Month
	$484,449.47	$81,544.80	$436,877.05	$518,421.85	$33,972.38
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$119,650.06	$118,950.69	$699.37	$716,945.75	$713,704.14	$3,241.61
Landscape	$58,140.70	$55,270.62	($2,870.08)	$348,973.19	$329,320.22	($19,652.97)
Security	$21,220.63	$21,708.58	$487.95	$121,861.31	$137,677.51	$15,816.20
Administration	$20,105.33	$17,787.78	($2,317.55)	$112,197.21	$108,869.89	($3,327.32)
Maintenance	$17,077.08	$21,231.17	$4,154.09	$145,297.12	$130,936.37	($14,360.75)
Total Expenses	$116,543.74	$115,998.15	($545.59)	$728,328.83	$706,803.99	($21,524.84)
INCOME (LOSS)	$3,106.32	$2,952.54	$153.78	($11,383.08)	$6,900.15	($18,283.23)
			$153.78
CRF CASH POSITION	Totals 5/31/08	Operating 6/30/08	Reserves 6/30/08	Totals 6/30/2008	Change from Prev. Month
CRF	$12,791.64	$5,281.53	$10,507.70	$15,789.23	$2,997.59
CRF-Clubhouse	$12,074.86	$13,911.30		$13,911.30	$1,836.44
Golf	$134,732.11	$112,929.17	$61,777.27	$174,706.44	$39,974.33
TOTALS	$159,598.61	$132,122.00	$72,284.97	$204,406.97	$44,808.36
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,583.24	$12,287.90	($704.66)	$72,360.33	$76,227.40	($3,867.07)
EXPENSES	$2,064.06	$12,768.94	$10,704.88	$60,941.70	$75,717.10	$14,775.40
INCOME (LOSS)	$9,519.18	($481.04)	$10,000.22	$11,418.63	$510.30	$10,908.33
CBRC CASH POSITION	Totals 5/31/08	Operating 6/30/08	Reserves 6/30/08	Totals 6/30/2008	Change from Prev. Month
	$73,947.13	$17,629.94	$51,116.39	$68,746.36	($5,200.77)
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,673.08	$2,569.68	$103.40	$16,325.01	$15,418.08	$906.93
EXPENSES	$6,318.95	$2,526.53	($3,792.42)	$19,355.35	$15,032.68	($4,322.67)
INCOME (LOSS)	($3,645.87)	$43.15	($3,689.02)	($3,030.34)	$385.40	($3,415.74)
HHRC CASH POSITION	Totals 5/31/08	Operating 6/30/08	Reserves 6/30/08	Totals 6/30/2008	Change from Prev. Month
	$40,323.46	$9,619.90	$30,950.63	$40,570.53	$247.07
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,636.27	$3,624.83	$11.44	$22,100.67	$22,003.98	$96.69
EXPENSES	$3,671.56	$4,134.15	$462.59	$17,761.35	$20,009.90	$2,248.55
INCOME (LOSS)	($35.29)	($509.32)	$474.03	$4,339.32	$1,994.08	$2,345.24
SBCRC CASH POSITION	Totals 5/31/08	Operating 6/30/08	Reserves 6/30/08	Totals 6/30/2008	Change from Prev. Month
	$37,864.87	$20,178.09	$16,805.93	$36,984.02	($880.85)
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
EXPENSES	$1,729.92	$1,710.42	$19.50	$10,475.63	$10,262.52	$213.11
INCOME (LOSS)	$2,100.76	$1,960.40	($140.36)	$7,690.45	$9,420.72	$1,730.27
INCOME (LOSS)	($370.84)	($249.98)	($120.86)	$2,785.18	$841.80	$1,943.38

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  The 2007 property tax bill has been submitted by our attorneys to Bob Ross and forwarded on to Karen Fox for consideration of return to open space categorization and taxation.  Jim Petkus voiced several concerns.  He asked if the golf course landscaping is being treated for the Japanese beetle infestation as HeatherRidge has been treated, Rick Francisco will find out and answer to Jim.  Jim Petkus is also concerned that there is a log of the trees lost throughout HeatherRidge so that replacements can be assured.  Jim Petkus asked why concrete curbs and striping are being used in the newly paved areas instead of landscape timbers.  Todd Campbell replied that the Maintenance Committee and Department had determined that in some situations they are more economical and last longer than landscape timbers.  Timbers will be used (through Six-Year Plan budgeting) for retaining walls less than 3-feet high.  It was noted that any new signs shared by the golf course and the CRF must be approved by the HUA Board before being ordered.  Jim Petkus made a motion to receive and accept the Management Report, seconded by Todd Campbell.  At vote, all aye, motion carried.  The Management Report follows these minutes in the HeatherRidge Happenings.

STANDING COMMITTEE REPORTS:

Finance Committee:  Paul Kelly gave the Financial Report and recapped the minutes of the July 17 meeting.  The bad debt estimates of $29,000 resulting from the depressed housing market and foreclosures will be reviewed at each Finance Committee meeting.  The Finance Committee is recommending security keypads for the CRF liquor room and the shared ice machine/storage area used by both Golf Visions and CRF.  New business will contain a recommendation to put a 30-day freeze on all capital expenditures due to the unsure status of the property tax situation.  Todd Campbell made a motion to receive and accept the Finance Committee Report, seconded by Gordon Lind.  At vote, all aye, motion carried.   

Golf and Tennis Committee:  Rick Francisco noted that June weather impacted the golf rounds, particularly on Father’s Day.  Pro Shop projections are down, most likely due to the state of the economy.  Ten trees have been planted on the golf course.  Paul Kelly made a motion to receive and accept the Golf and Tennis Committee Report, seconded by Gordon Lind.  At vote, all aye, motion carried.

Landscape Committee:  The Landscape Committee meeting was held on July 9 and held a hearing on a common ground landscape violation.  The resident will work with the Landscape Head to bring the area back into compliance and with a consistent look among the surrounding units.  The snow blower issue was reviewed and the Landscape Report recommended the continuation of our present snow removal and plowing program and end the discussion of substituting snow blowers.  That snow blower system has been tried and failed, the logistical issues of use, training, maintenance, limited use in some snow and sidewalk conditions, transportation, availability of last-minute personnel, and resulting costs cannot be justified by the very small savings that might be recognized in the few situations that snow blowers could be used in some areas.  Jim Petkus mentioned that the fence around the golf maintenance building has not yet been stained and sealed.  That issue will be considered at a Maintenance Committee meeting that will be scheduled in the near future.  Gordon Lind moved to approve the Landscape Committee Report, seconded by Paul Kelly.

Ponds Committee:  Todd Campbell noted that two ponds are scheduled to be cleaned, starting this next week. 

Recreational Activities Committee (RAC):  Jim Servis reviewed the RAC Report in Sam Dent’s absence.  Volunteers are need to help with the Ice Cream Social on September 13 and the new billboard covers should be installed within the next two days.  Motion to accept the RAC Report  was made by Paul Kelly, seconded by Todd Campbell.  At vote, all aye, motion carried.

Security Committee:  No formal report.  Security Chief Wayde Akers received two bids for security keypads for the ice/storage room and the liquor room of the CRF.  There is discussion of clarifying the HeatherRidge Rules and Regulations garage sale section.  Chief Wayde Akers has made some recommendations on holding up to two association-wide garage sales per year (not allowing private individual sales).  There are considerable security issues and HUA could facilitate getting the permits, advertising, signage, etc.  It was recommended that the revised rules be presented at the August HUA Board meeting.  No written report, no motion required.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  The Purchasing Policy is near completion as written format and forms are being prepared.  No significant contracts are expected in the near future before the policy is completed.

Welcoming Committee:  The regular meeting was held July 8, 2008 and 14 residents attended.  The list of new residents was available for the audience. 

OLD BUSINESS: 

Covered Bridge Recreation Center Fencing.  Todd Campbell made a motion that based on the recommendations of the Covered Bridge Neighborhood Committee, to accept the proposal by Meier’s Outdoor World for the 6-foot Lexington-style fencing (this bid includes the aluminum extension on the two unprotected areas) not to exceed $10,732.  At that time, the fencing around the propane tank enclosure would be painted to match the fence.  Motion seconded by Gordon Lind.  Jim Petkus moved to amend the standing motion to be limited to the wooden fencing, but not to include the aluminum fencing on the back wall.  He suggested that a chain link fence be installed in that area with thorny bushes to discourage residents from climbing down the wall for pool access.  Amended motion seconded by Paul Kelly.  It was noted that this is in opposition to the recommendation of the Covered Bridge Neighborhood Committee.  At vote, two aye, five nay, motion failed.  At vote on the original motion, all aye, motion carried. 

Memorial Tree Plaques and Plantings.  Brogan’s of Gurnee has not had a solid brass plaque available for our inspection.  Rick Francisco will continue to try to get one for consideration.

NEW BUSINESS:

Covered Bridge Recreation Center Smoking Signage and Area.  Paul Kelly asked why the Covered Bridge Neighborhood Committee issues were not included at this HUA Board meeting.  He asked for clarification on the proper procedure and responsibility of the Neighborhood Committee, are they to get the bids and make the selections or only make recommendations to the HUA Board.  He was advised that the Neighborhood Committee does the investigation, gets the quotations, and submits that to the HUA Board for approval.  This is the process that should be used for the Covered Bridge Recreation Center awning.

Paul Kelly moved that HUA institute a 30-day suspension on all capital expenditures, seconded by Todd Campbell.  At vote, all aye, motion carried.

Todd Campbell made a motion to recognize the donation from the Conservation Club for tree plantings throughout HeatherRidge.  At vote, all aye, motion carried.  Jim Campbell was thanked for his long-time service and concern for HeatherRidge and the Conservation Club.

Non-Smoking Policy issue.  The Hidden Hills and Covered Bridge Neighborhood Committees have requested that the recreation centers, fenced-in pool areas, and areas near the entries and exits be designated as non-smoking.  Paul Kelly made a motion to designate the Covered Bridge and Hidden Hills fenced-in pool areas, entry and exits, be designated non-smoking areas, seconded by Todd Campbell.  At vote, all aye, motion carried.  Bob Marcus will procure the signs for the two areas.

Todd Campbell asked that Bob Marcus call the Rules Committee together to review the HeatherRidge Resident Rules and Regulations Handbook, to include revising the garage sale section.

OPEN DISCUSSION FOR HOMEOWNERS:

* ZC Crunkilton of the Cambridge neighborhood recapped some valid points from the Landscape Committee meeting regarding snowblowers for Jim Petkus.

* Jim Campbell of the Cambridge neighborhood noted that the snow blower issue has resurfaced every few years for the past 30 years, it is not a viable plan in his opinion.  He is concerned that the budgeting process will be very difficult for the HUA Board and residents are also seeing steep increases in the price of goods and services.
* Kaye Maier of the Covered Bridge neighborhood asked when the new key cards will be available.  She was advised that Covered Bridge neighborhoods are next, after the pool season ends.

* Shirley Dyrek of the Hidden Hills neighborhood wondered if police activity information should be printed in the HeatherRidge Happenings.  That information is public record and available through the Gurnee Police Department. 

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

Adjournment at 8:40 pm.                                                                                                         Next Meeting – Tuesday, August 26, 2008