HeatherRidge
Umbrella Board Meeting Minutes
June 2006
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BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), June 27, 2006
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 Patrick Perry called the meeting to order at 7:00 pm.
Present: Owen Hill, Sharlene Hink, Paul Kelly, Gordon Lind, Carol Marker, Jack Nowry, Patrick Perry, and Elroy Wilke. Absent, Todd Campbell.
MAY 23, 2006 MINUTES: Owen Hill, made a motion to approve the May 23, 2006 minutes, seconded by Jack Nowry; all Aye, motion carried.
PRESIDENT’S REMARKS: Patrick Perry appointed Todd Campbell as Ponds Committee Chairman, he has previous experience on the Board and in his profession. Patrick read a resolution recognizing Al Richter for his exceptional work as HeatherRidge Happenings Editor for over six years. The HUA office staff will be producing the HeatherRidge Happenings, but volunteers are still welcome to work with them. Patrick noted that a full page ad “Shocked” on page 32 of the June HeatherRidge Happenings was a paid advertisement and is not promoted or dismissed by the HUA.
VICE PRESIDENT’S REMARKS: None.
TREASURER’S REMARKS: Owen Hill reviewed Patrick’s memo of June 22, 2006 to the Board on the financial status of HUA. He articulated the numbers and current status, there will be more detail provided during the Financial Report. Jack Nowry made a motion to approve the Treasurer’s Report, seconded by Sharlene Hink. At vote, all Aye, motion carried. President Perry noted that HUA and the CRF are in good financial shape.
Totals Totals as of Change from
CASH POSITION 4/30/2006 Operating Reserves 5/31/2006 Previous Month
Umbrella $319,312.85 $ 81,017.86 $256,826.55 $337,844.41 $ 18,531.56
CRF $ 70,402.95 $ 21,979.71 $ 43,872.25 $ 65,851.96 ($ 4,550.99)
CRF - Clubhouse $ 16,799.47 $ 10,907.73 $ 12,200.30 $ 23,108.03 $ 6,308.56
Golf $ 97,816.36 $ 50,269.29 $ 54,376.21 $104,645.50 $ 6,829.14
CBRC $ 50,316.29 $ 19,882.92 $ 30,962.74 $ 50,845.66 $ 529.37
HHRC $ 26,522.08 $ 10,875.11 $ 15,404.84 $ 26,279.95 ($ 242.13)
SBCRC $ 56,275.58 $ 20,352.82 $ 37,450.41 $ 57,803.23 $ 1,527.65
TOTALS $637,445.58 $215,285.44 $451,093.30 $666,378.74 $ 28,933.16
HUA OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $113,757.78 $112,247.06 $ 1,510.72 $ 562,429.06 $ 561,235.30 $ 1,193.76
Landscape $ 54,806.72 $ 51,272.63 ($ 3,534.09) $ 222,964.65 $ 254,570.90 $ 31,606.25
Security $ 21,057.96 $ 22,609.20 $ 1,551.24 $ 90,585.51 $ 112,670.20 $ 22,084.69
Administration $ 22,638.08 $ 27,352.91 $ 4,714.83 $ 105,935.82 $ 100,353.48 ($ 5,582.34)
Maintenance $ 14,719.81 $ 20,257.47 $ 5,537.66 $ 79,969.31 $ 108,108.35 $ 28,139.04
INCOME (LOSS) $ 535.21 ($ 9,245.15) $ 9,780.36 $ 62,973.77 ($ 14,467.63) $ 77,441.40
CRF OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 19,439.67 $ 15,951.09 $ 3,488.58 $ 84,490.87 $ 76,755.45 $ 7,735.42
EXPENSES $ 11,929.31 $ 13,214.85 $ 1,285.54 $ 60,310.65 $ 61,520.51 $ 1,209.86
INCOME (LOSS) $ 7,510.36 $ 2,736.24 $ 4,774.12 $ 24,180.22 $ 15,234.94 $ 8,945.28
CBRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,644.84 $ 2,569.68 $ 75.16 $ 13,512.34 $ 12,848.40 $ 663.94
EXPENSES $ 2,199.66 $ 2,504.03 $ 304.37 $ 9,082.45 $ 12,675.99 $ 3,593.54
INCOME (LOSS) $ 445.18 $ 65.65 $ 379.53 $ 4,429.89 $ 172.41 $ 4,257.48
HHRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,892.73 $ 2,871.00 $ 21.73 $ 14,695.99 $ 14,610.00 $ 85.99
EXPENSES $ 3,503.54 $ 3,460.31 ($ 43.23) $ 13,392.43 $ 13,279.73 ($ 112.70)
INCOME (LOSS) ($ 610.81) ($ 589.31) ($ 21.50) $ 1,303.56 $ 1,330.27 ($ 26.71)
SBCRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 1,728.07 $ 1,679.10 $ 48.97 $ 8,596.63 $ 8,395.50 $ 201.13
EXPENSES $ 1,688.30 $ 2,032.73 $ 344.43 $ 5,510.87 $ 7,070.15 $ 1,559.28
INCOME (LOSS) $ 39.77 ($ 353.63) $ 393.40 $ 3,085.76 $ 1,325.35 $ 1,760.41
COMMUNITY MANAGER’S REPORT: A Community Manager’s report was submitted in writing and was available to the audience. Bob reiterated the highlights and information in his report. He has done visual inspection of problems on the property, some are the responsibility of HUA and some are residential neighborhood issues not HUA related. The policy of updating the original HUA security deposits (on legal advice, August 2005) has a significant impact on new owners, and there are security deposits required by the residential associations also. The biggest problem is the communication to potential buyers of these requirements. The HUA has no knowledge of an impending sale until notified by a legal representative for the seller (requesting letters of clear assessment). At that time, HUA sends instruction letters explaining the assessments and the security deposits to both the seller’s and buyer’s legal counsel. There are cases when the HUA is not notified of a sale until they are at closing and the transaction may not be able to be legally completed. Bob will be working with the management associations on better communication and coordination. It would be valuable for local realtors to be advised of the security and assessment letter procedures legally required. Bob reminds residents and owners that the HUA Declarations, By-Laws, and Rules and Regulations are intended to benefit all residents. Modifying or intruding on the common properties and landscape is forbidden, potential changes or recommendations should be presented to HUA and on to the appropriate HUA Board committees that are charged with approval. In discussion, Paul Kelly asked for clarification of the new card reader system to include a printer. Elroy Wilke made a motion to accept the Community Manager’s Report, seconded by Paul Kelly. At vote, all aye, motion carried.
STANDING COMMITTEE REPORTS:
Landscape Committee: Carol Marker had a meeting to discuss the addition of memorial benches to the memorial tree program. There are issues of maintenance, vandalism, and landscaping to consider and concrete benches that are on a concrete pad may be the most viable option. The benches will not be bought with HUA funds. The committee is investigating the availability and costs of the benches, shipping, concrete pad, and installation. The matter will be further discussed at the next Landscape Committee meeting (Tuesday, July 11, 2:30 pm at HUA office) before presentation to the HUA Board. There have been landscape infringement on common property issues being resolved by the Security Committee. It is noted here that our Declarations, By-Laws, and Rules and Regulations prohibit alterations, additions, or unauthorized improvements on common ground. Residents must practice cooperation and respect for common ground around residential units. Carol Marker made a motion to accept the Landscape Report, seconded by Sharlene Hink. At vote, all aye, motion carried.
Security Committee: Gordon Lind addressed the issue of speed bumps. The StoneyBrook speed bump is adjacent to their playground and pool area and it has been grandfathered. Gordon has met and spoken with our own Chief of Security, Wayde Akers; David Ziegler, Gurnee Director of Engineering; and Tom Keefe, Fire Marshall of Gurnee. The Security Committee recommends that no additional speed bumps be installed in HeatherRidge. Other neighborhoods may research signage or other options and present them to the Security Committee for review. Vandalism on the golf course and possible prevention options were discussed that included possible camera surveillance, part-time ranger patrol, a request for “community watch,” and a possible reward. The Golf Committee, Dirk Skelley, and our Security Department should also be involved in the research before presenting recommendations to the Security Committee. Carol Marker made a motion to accept the Security Committee Report, seconded by Sharlene Hink. At vote, all aye, motion carried.
Finance Committee: Owen Hill reported on income and expenses, providing detail for period ending May 31, 2006. Interest rates offered by local financial institutions for our investments have been studied and we are currently receiving the highest interest rates and maximizing our return on investment. Bob Marcus is reviewing project scheduling programs that may be valuable for budgeting and our Six-Year Plan. During July the six-month budget totals will be available as the 2007 budget is prepared. In a related issue, Patrick Perry said that he will be contacting our auditors after the holiday to arrange a meeting for the preliminary audit report. Paul Kelly asked if Finance Committee meetings could be held at a time he could attend, Owen will poll the committee members. Carol Marker made a motion to accept the Finance Committee Report, seconded by Paul Kelly. At vote, all Aye, motion carried.
Tax, Law, Legislation, Contracts, Insurance, and Special Issues (TLLCISI) Committee: The TLLCISI Committee met on June 1, 2006. David Talbot had checked with the Lake County Assessors Office to confirm that we receive a “Preferential Assessment” as a condo association as we maintain our internal roadways. A motion to accept the TLLCISI Committee Report was made by Jack Nowry, seconded by Sharlene Hink; all Aye, motion carried.
Golf Committee: Elroy Wilke summarized the course rounds and usage figures. The month is approximately what it was in 2005, despite some inclement weather this past month. There is no formal report or vote required. Further golf contract information will be presented in New Business.
Ponds Committee: Todd Campbell was away on business but had submitted the report from Organic Sediment Removal Systems on the four ponds that have been cleaned and revitalized. Further questions can be addressed to Todd when he returns.
Welcoming Committee: There was a Welcoming Committee meeting on June 20, 2006, and 14 new residents attended. The next regular meeting will be on July 18, 2006 at 7 pm at the CRF. The list of new residents was available for the audience.
OLD BUSINESS: None.
NEW BUSINESS:
Bob Marcus discussed the technology upgrades that are available for HUA from Summit Management. This includes networking intranet within the HUA office and connectivity to Summit in Vernon Hills. Our Accountant currently uses the TOPS program, as does Summit, but her version and computer equipment will need to be updated (it is over 5 years old). There will be no HUA expense for the networking, firmware, or installation. HUA will be responsible for purchasing the new computer for the Accountant. The computer budget allowance has been used to upgrade the other two HUA computers, but there is money available in the computer software account. Jack Nowry made a motion to purchase a new computer, not to exceed $1,100, Carol Marker seconded. There was discussion on selling the existing equipment or donating, but previous experience is that no one will accept the out-dated equipment. Summit currently has a new Dell computer that would be compatible with the systems and networking, they will give us a quote and arrange for the installation. Motion at vote, all Aye, motion carried.
Golf Visions has submitted a Management Contract Request to the Golf Committee. It proposes an extension of the current contract (2004 – 2008), a full extension through 2013. Historically, the first 2 years were billed $28,000 each, years 3 and 4 at $29,000, and $30,000 for the 5th year. Their proposal will charge a consistent $30,700 yearly for each of the projected 5 years (2009 – 2013). Elroy noted the satisfaction we have had with Golf Visions management; the premier condition of the course; the volume discounts available from Golf Visions’ multiple contract options; and other advantages. There was discussion on going out for re-bid (and wait until 2008 to do so and Golf Visions is unlikely to keep this proposal and fixed price on the table) and of having a contract with so many out-years. The Golf Committee feels that the contract extension would be a great value for HUA and they are a “known entity” rather than an unknown company that bids lower. Elroy made a motion to accept the Management Contract Request proposal, with the minor editorial changes noted, for extension of the Golf Visions contract through year 2013, Jack Nowry seconded. A side discussion asked that the Golf Committee make a recommendation to the HUA Board on usage and fees for the new “chipping area.” The Golf Committee will also get an Architectural Form submitted for any golf signs that are proposed for the common area. A roll-call vote was taken, six Aye, two Nay, motion carried. Copies of the existing Golf Visions contract will be available to the HUA Board immediately. The new, extended contract document will be available to all HUA Board members after signing by a corporate officer from Golf Visions and President Perry.
OPEN DISCUSSION FOR HOMEOWNERS:
Residents voiced opinions or asked questions about the Golf Visions contract and also termination options; the vandalism on the golf course; the proposed memorial benches; two work request issues; and the updated security deposit for buyers of HeatherRidge properties.
Paul Kelly asked that each of the resolutions for HUA Board committees be reviewed and revised resolutions be created. They are probably the original resolutions and they should be reviewed and updated. The HUA staff will research this issue and present the proper paperwork to all HUA Board members.
Carol Marker made a motion to adjourn the meeting, seconded by Jack Nowry. All Aye, motion carried.
Adjournment at 8:25 pm. Next Meeting – Tuesday, July 25, 2006
_______________________________ _________________________________
Jack Nowry – HUA Board Secretary Cathy McGrath – Recording Secretary
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