BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), July 28, 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 Todd Campbell called the meeting to order at 7:00 pm.  Present:  Todd Campbell, Sam Dent, Rick Francisco, Owen Hill, Paul Kelly, Linda Kirby, Jim Petkus, Terry Potash, and Jim Servis 

JUNE 23, 2009 MINUTES:  Jim Petkus made a motion to approve the June 23, 2009 minutes, seconded by Sam Dent.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell welcomed Sam Dent back after surgery.  The lawsuit tax settlement was agreed upon and HUA has been awarded another Gurnee-In-Bloom award for our beautiful gardens.   

VICE-PRESIDENT’S REMARKS:  Jim Petkus thanked the Board for their patience during his board absence.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Linda Kirby made a motion, seconded by Sam Dent, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

 

Treasurer's Report for June 30, 2009
UMBRELLA CASH POSITION	Totals 5/31/09	Operating 6/30/09	Reserves 6/30/09	Totals 6/30/2009	Change from Prev. Month
	$440,104.01	$39,193.91	$397,966.75	$437,160.66	($2,943.35)
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,297.14	$123,663.59	($366.45)	$740,950.37	$741,981.54	($1,031.17)
Landscape	$57,766.00	$57,761.27	($4.73)	$314,783.38	$341,156.23	$26,372.85
Security	$22,118.04	$22,067.62	($50.42)	$135,080.46	$140,176.48	$5,096.02
Administration	$18,947.45	$18,639.86	($307.59)	$108,555.40	$115,127.26	$6,571.86
Maintenance	$21,096.84	$18,698.21	($2,398.63)	$143,878.20	$143,317.34	($560.86)
Total Expenses	$119,928.33	$117,166.96	($2,761.37)	$702,297.44	$739,777.31	$37,479.87
INCOME (LOSS)	$3,368.81	$6,496.63	($3,127.82)	$38,652.93	$2,204.23	$36,448.70
CRF CASH POSITION	Totals 5/31/09	Operating 6/30/09	Reserves 6/30/09	Totals 6/30/2009	Change from Prev. Month
CRF	$29,836.08	$5,627.68	$21,099.75	$26,727.43	($3,108.65)
CRF-Clubhouse	$19,202.98	$13,980.20		$13,980.20	($5,222.78)
Golf	$73,289.55	$73,049.45	$6,791.91	$79,841.36	$6,551.81
TOTALS	$122,328.61	$92,657.33	$27,891.66	$120,548.99	($1,779.62)
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$15,547.43	$12,602.99	$2,944.44	$72,232.41	$76,667.94	($4,435.53)
EXPENSES	$8,575.46	$6,989.56	($1,585.90)	$65,935.64	$68,612.17	$2,676.53
INCOME (LOSS)	$6,971.97	$5,613.43	$1,358.54	$6,296.77	$8,055.77	($1,759.00)
CBRC CASH POSITION	Totals 5/31/09	Operating 6/30/09	Reserves 6/30/09	Totals 6/30/2009	Change from Prev. Month
	$50,767.06	$16,581.68	$32,401.88	$48,983.56	($1,783.50)
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,627.94	$2,569.68	$58.26	$15,577.58	$15,418.08	$159.50
EXPENSES	$3,024.50	$2,666.20	($358.30)	$17,647.00	$15,324.70	($2,322.30)
INCOME (LOSS)	($396.56)	($96.52)	($300.04)	($2,069.42)	$93.38	($2,162.80)
HHRC CASH POSITION	Totals 5/31/09	Operating 6/30/09	Reserves 6/30/09	Totals 6/30/2009	Change from Prev. Month
	$42,340.40	$5,572.26	$27,920.73	$33,492.99	($8,847.41)
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,847.23	$3,800.33	$46.90	$22,894.91	$23,056.98	($162.07)
EXPENSES	$7,741.74	$4,929.14	($2,812.60)	$21,258.03	$20,942.34	($315.69)
INCOME (LOSS)	($3,894.51)	($1,128.81)	($2,765.70)	$1,636.88	$2,114.64	($477.76)
SBCRC CASH POSITION	Totals 5/31/09	Operating 6/30/09	Reserves 6/30/09	Totals 6/30/2009	Change from Prev. Month
	$43,680.08	$17,451.45	$25,522.62	$42,974.07	($706.01)
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,940.40	$1,919.22	$21.18	$11,687.27	$11,515.32	$171.95
EXPENSES	$1,910.41	$2,489.00	$578.59	$8,708.19	$10,788.00	$2,079.81
INCOME (LOSS)	$29.99	($569.78)	$599.77	$2,979.08	$727.32	$2,251.76

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus noted the law suit settlement mentioned earlier by President Todd Campbell.  Bob Marcus and HUA Board members have been doing property walks to determine common area assets or problems that can be addressed in the Six-Year Plan or budget areas.  The Hidden Hills Recreation Center (HHRC) has had an engineering evaluation and some structural beams will need shoring and repair.  The building is sound for occupancy, but will need some structural stabilization.  Jim Petkus made a motion to go out for bids for security cameras in sensitive areas of HUA, seconded by Owen Hill.  At discussion it was decided that an assessment of the needs and development of specifications should be done before going out for bid.  The Security Department is not staffed to monitor security cameras routinely, perhaps a security consultant could make recommendations before going out for bid.  The motion and second were rescinded.  Jim Petkus 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.  Jim Petkus noted that tasks and work orders should be processed through Community Manager. 

Audit Committee:   Auditors Mark Cantey and Associates are in the office working on the 2008 audit.

Finance Committee:  No formal report or motion required. 

Golf and Tennis Committee:   A July meeting was held, Rick Francisco noted that the lousy weather in June has impacted revenues.  There is a new “Silver Tee” program for beginner and younger golfers that takes advantage of lower fees and low-impact scheduling.  There are two (of seven) trees on the 2^nd fairway that are impacting pace of play, and one of the trees is dying.  Golf Visions (GV) is asking HUA to evaluate and see if two of the trees should be removed.  GV will provide a tree removal/replacement plan for the fall.  Bids are being received for resealing and striping the CRF areas.  The appearance and health of the golf course ponds are being evaluated.  Paul Kelly made a motion to approve the Golf Committee Report and the GV Financial Reports, seconded by Sam Dent.  At vote, all aye, motion carried.

Landscape Committee:  No formal report or motion required.  Terry Potash congratulated Brad Banwart and his Landscape crews for the hard work they do throughout HUA and for the many awards received by the Village of Gurnee.  Terry is looking for Landscape Committee members and has been working on the Landscape budget.

Ponds Committee:  No formal report or motion required.

Recreational Activities Committee (RAC):  No formal report or motion required.  The Luau held in June was profitable and Cathy Hawkins is doing an outstanding job in promoting the CRF.

Security Committee:  No formal report or motion required.  After unavoidable manufacturing and shipping delays, the squad car is now in service.  There is continued concern about garage access and vandalism.  The garages are the responsibility of residents and their homeowner association, but there is impact to HUA and Security if they are not properly secured and offer open access by push button or handle.  Bob Marcus will research the most appropriate plan that accommodates the legal aspects of access to garages, responsibility for the removal of push buttons, and possibly an over-ride or emergency entry.  With that information, HUA can work with the homeowner associations to resolve the problems.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  Owen Hill presented his TLLCISI Report from the July 23, 2009 meeting.  Agenda items included open house signage (which is still being reviewed for legality and logistical management); Recreation Center reservation surcharge to supplement cleaning and maintenance; paving bids received; and a snow removal proposal from Landscape Department.  A contractor has been selected for paving and PO’s will be issued after the line-of-credit is established (later in Old Business).  It was noted that the $15 usage surcharge will be deducted from the $250 reservation deposit, it will not be a separate check or charge.  Sam Dent made a motion to approve the TLLCISI Committee Report, seconded by Linda Kirby.  At vote, all aye, motion carried. 

Welcoming Committee:  The July 14, 2009 meeting welcomed nineteen new residents.  The next regular meeting will be held August 11, 2009.

OLD BUSINESS: 

Bank Line-of-Credit Proposals.  Banks presented several proposals and presentations.  Paul Kelly made a motion to accept the Harris Bank proposal 3 line-of-credit for up to $700,000 with a firm interest rate of 6.75% for 7 years.  Second by Linda Kirby, at vote, all aye, motion carried.  HUA will also be looking at a preventive maintenance plan to extend the life of the roadways (not a part of this motion) and the drainage aspects of the work.  Bob Marcus will pursue.

Engineering Evaluation for HHRC Structural Issues.  The evaluation and pictures were just received and distributed, they need further review and recommendation for the full plan of action.  The cracked beams should be shored up as soon as possible while a permanent repair is decided upon.  Bob Marcus will get the initial shoring bid immediately and have the final recommendation available for the August 25, 2009 Board meeting.

Paving Proposals.  As noted above, Jim Petkus made a motion to accept the TLLCISI recommendation and secure bids for the drainage and paving work (Rabine selected for the paving) pending the finalization of the line-of-credit loan (within 4 to 6 weeks), second by Linda Kirby.  At vote, all aye, motion carried.

Central Recreation Facility Signage.  Three bids were reviewed.  Sam Dent made a motion to accept the proposal by Signs Now for the HeatherRidge Drive/Route 21 and the Gages Lake/Colby Road entrance signs, not to exceed $1,709.25, second by Linda Kirby.  At vote, all aye, motion carried.  The signs will be delivered within 3 to 4 weeks and installed by our Maintenance Department.

Recreation Center Reservation Surcharge.  As noted in the TLLCISI discussion, Linda Kirby made a motion to institute a $15 cleaning surcharge for neighborhood rec center reservations effective September 1, 2009.  Funds to be deposited in respective accounts for cleaning and maintenance, second by Owen Hill.  At vote, all aye, motion carried.  Notice will be made in August and September HeatherRidge Happenings.

NEW BUSINESS:

It was noted that new sod is often destroyed by cars and placing landscape boulders in some areas could eliminate repeated re-sodding.  It will be considered in conjunction with the “walkabout” recommendations.

OPEN DISCUSSION FOR HOMEOWNERS:

Harriet Sutton, Cambridge and HHTH owner, lodged a formal complaint concerning community property encroachment by a neighbor on Chip Court.  Todd Campbell asked Bob Marcus to work with the Landscape and Security Committees to evaluate the problem and determine an acceptable solution.

Joan Karkow of HHTH recommended checking the legality of HUA removing garage access buttons.

Steve Lewandowski, HHTH asked the HUA Board and the Security Department to actively pursue the car vandalism that has been done on Colby Court.  The Gurnee Police Department is also involved in the investigations.

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

Adjournment at 8:43 pm.                                                                                      Next Meeting – Tuesday, August 25, 2009