HeatherRidge
Umbrella Board Meeting Minutes
July 2011
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BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), July 26, 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.
President Todd Campbell called the meeting to order at 7:00 pm. Present: Todd Campbell, Sam Dent, Owen Hill, Mark Hutchison, Paul Kelly, and Linda Kirby. Absent: Cris Mekuly, Terry Potash and Carole Stern.
PRESIDENT’S REMARKS: Todd Campbell noted that the HeatherRidge Happenings newsletter is being printed in-house, using color on the front cover. It has been well received by residents and the HUA staff is commended for coordinating and implementing the new process. President Campbell noted the remarkable work done by the HUA Departments during and after the violent storms of July. Amid power outages the employees cleared damaged trees and landscape that were dangerous hazards, and continue to work through the property despite the heat and humidity that have plagued the area. The neighborhood recreation centers can be considered cooling centers for those without air conditioning during the high-heat advisories. Be a good neighbor and do wellness checks on those who may be most affected by the heat. Budget and Six-Year Plan meetings are scheduled within the next two weeks, more information will follow in committee reports.
JUNE 28, 2011 MINUTES: Sam Dent made a motion to accept and approve the June 28, 2011 minutes, seconded by Mark Hutchison. At vote, all aye, motion carried.
TREASURER’S REMARKS: Treasurer Paul Kelly gave the highlights of the Treasurer’s Report. The Budget and Six-Year Plan review schedule has been sent out and is available at HUA. Linda Kirby made a motion to receive and accept the Treasurer’s Report, seconded by Mark Hutchison. At vote, all aye, motion carried.
MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience.
Al Villasenor noted that the paving maintenance is on-going and there is one area on Mitchell Court that will need to be repaired. This is expected to be done (under warranty) in conjunction with the next paving projects. The area around the Golf Maintenance building remains to be paved. The Village of Gurnee has identified ponds on the golf course that have a higher volume of water than they are designed to handle. A meeting with Organic Sediment Removal, Golf Visions, and the Village of Gurnee will be arranged. Organic Sediment Removal has specific procedures that are much less invasive to the ponds that may be viable solutions. The Village of Gurnee has also identified the roof and upper support structure of the Covered Bridge as needing assessment and repair. The proposals so far are for the actual evaluation and solution proposals (at a cost) and recommendations on the actual structural repair to follow. Al Villasenor noted the incredible work that our departments have done for storm cleanup, they are commended. It is important that residents understand that all life-safety and removal of dangerously damaged landscape has been done. There are still “hangers” that will have to be removed by an outside tree contractor and the normal work cycles as contracted will be adjusted to make the additional removals or trimming as soon as possible. Disposal is still a critical issue, but the Landscape Department Head has arranged for a removal service that will take away 40 yards of material at costs much less than renting a chipper and then having the dumpsters removed at an additional cost. There are unexpected expenses from the additional work and outside contractors, those costs will be compiled as information is available. Paul Kelly is concerned about the debris that is still in the golf maintenance areas. Golf Visions has hired Homer’s Tree Service to assist in the work needed on the golf course and picnic grove area and that should also include debris removal from the golf maintenance area. Sam Dent made a motion to accept the Management Report, seconded by Paul Kelly. At vote, all aye, motion carried.
STANDING COMMITTEE REPORTS:
Architecture and Maintenance Committee. No formal report or motion required.
Audit Committee: The 2010 audit has begun and an Initial meeting was held on Monday, July 25, 2011. The more formal reports are expected in August and September and it is good to get an early start.
Finance Committee: The meeting minutes were available to the Board. The June financials were reviewed and HUA is moving ahead with the processes needed to collect past-due assessments. A meeting is scheduled with the Residential Association Presidents and Homeowner Associations on Tuesday, September 6, 2011 at 6 pm at the CRF. The Treasurer has reviewed the checks issued for the past month and they are appropriate. As noted in the Treasurer’s Report, a schedule of the Budget and Six-Year Plan meetings will be posted at HUA and has been sent to all Board members and Department Heads. Mark Hutchison made a motion, seconded by Owen Hill, to receive and accept the Finance Committee Report and the report of expenditures for June 2011. At vote, all aye, motion carried.
General Election and Oversight: No formal report or motion required.
Golf and Tennis Committee: No formal report or motion required, two handouts were provided. The Golf Pro Shop is still experiencing air conditioning issues when temperatures go over 85 degrees. It is estimated that at least 40 trees were lost on the golf course, Homer’s Tree Service is assisting in the cleanup and removal. The resurfacing of the tennis courts has been completed.
Landscape Committee: No formal report or motion required.
Ponds Committee: No formal report or motion required.
Recreational Activities Committee (RAC): A July RAC meeting was held, Carole Stern conducted the meeting. The double-sided billboard on the north side of Route 120 was destroyed in the storm and there is discussion of whether it should be replaced. An insurance claim has been filed. The committee is considering having souvenir cups with the HeatherRidge logo and website information available at a nominal charge for Waterfall Lounge patrons that may not want to purchase the drink “specials.” The committee is considering options for bringing in more business and encouraging non-resident support for the Clubhouse to make it more profitable. Ideas include having music on the patio area, special events, and possibly serving food. A Chili Cook-off is being planned for October 9th, notices will be posted and included in the HeatherRidge Happenings. Residents are encouraged to bring in a pot of Chili made with their favorite recipe and proceeds from the event will support the local food pantry. Credit and debit card systems are being evaluated, business is lost by not being able to accept the cards as payment. It would be of great benefit at the TGIF, special events, and banquet rental reservations to be able to accept credit and debit cards. There is a minimal cost to having the machines, but it would be offset by increased sales and usage. An ATM is also being planned, but cannot be installed until additional cameras and security are in place (waiting for the third bid). Owen Hill made a motion to approve the RAC Report, seconded by Linda Kirby. At vote, all aye, motion carried.
Security Committee: No formal report or motion required.
Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): No formal report or motion required.
Welcoming Committee: The July meeting welcomed 28 residents at the Welcoming Committee meeting. The next regular meeting will be Tuesday, August 9, 2011. Linda Kirby noted that a Security Officer was present and that new residents are very pleased with the presence and professionalism of the full-time Security Department. There was some discussion on the percentages of owners and renters in the community considering the poor housing market. It is also noted that the high attendance also includes residents that have lived in HeatherRidge for some time, but have not yet used the recreation centers or pools.
OLD BUSINESS: None.
NEW BUSINESS:
Paul Kelly noted the schedule for the Budget and Six-Year Plan meetings and Board members that can attend the daytime meetings are welcome. Some Board members cannot attend due to work responsibilities and HUA will make sure that the tentative budget figures and worksheets are provided to each Board member. (Information will be put in the individual folders at the HUA office.)
Owen Hill asked about the ATK proposal for the Hidden Hills Recreation Center that he had received. New proposals are being received, that one can be disregarded. The TLLCISI Committee will be provided with the new information.
OPEN DISCUSSION FOR HOMEOWNERS:
Jo Alberti of the Hidden Hills Townhome neighborhood asked about the garage doors that will not open when there is a power outage. That is a residential association issue best taken up with the residential management company and the neighborhood Board of Directors.
Linda Kirby of the Cambridge neighborhood thanked Maintenance for repairing the gate springs on the recreation center and pools.
Owen Hill of the Covered Bridge Condo neighborhood commended the Security Department for their help and support for a family medical emergency and with assisting the Gurnee Fire Department.
Linda Kirby made a motion to adjourn the meeting, seconded by Sam Dent; at vote, all aye, motion carried.
Adjournment at 7:45 pm. Next Meeting – Tuesday, August 23, 2011
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Sam Dent – HUA Board Secretary Cathy McGrath – Recording Secretary
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