BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), June 26, 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.

Prior to the official HUA June 2007 Board meeting Reserve Advisors gave a presentation on reserve studies, they were introduced by Bob Marcus.

President Carol Marker called the official meeting to order at 7:30 pm.  Present:  Todd Campbell, Sam Dent, Rick Francisco, Paul Kelly, Gordon Lind, Carol Marker, Patrick Perry, Jim Servis, and Elroy Wilke.

MAY 22, 2007 MINUTES:  Patrick Perry made a motion to approve the May 22, 2007 minutes, seconded by Todd Campbell.  At vote, all aye, motion carried.

Treasurer's Report for May 31, 2007
CASH POSITION	Totals 4/30/07	Operating	Reserves	Totals 5/31/2007	Change from Prev. Month
Umbrella	$371,782.07	$84,655.25	$283,619.67	$368,274.92	($3,507.15)
CRF	$22,395.43	$17,050.18	$8,617.38	$25,667.56	$3,272.13
CRF-Clubhouse	$28,178.93	$21,623.18	$5,239.76	$26,862.94	($1,315.99)
Golf	$85,856.40	$60,440.04	$32,271.68	$92,711.72	$6,855.32
CBRC	$59,071.37	$22,172.98	$39,854.23	$62,027.21	$2,955.84
HHRC	$40,961.05	$16,549.09	$24,977.17	$41,526.26	$565.21
SBCRC	$70,526.31	$22,402.09	$50,948.90	$73,350.99	$2,824.68
TOTALS	$678,771.56	$244,892.81	$445,528.79	$690,421.60	$11,650.04
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$112,953.28	$112,853.49	$99.79	$452,053.94	$451,413.96	$639.98
Landscape	$52,350.88	$50,882.29	($1,468.59)	$173,803.84	$190,578.82	$16,774.98
Security	$19,273.38	$23,740.56	$4,467.18	$76,014.18	$94,935.64	$18,921.46
Administration	$15,194.35	$18,111.01	$2,916.66	$65,804.02	$70,035.54	$4,231.52
Maintenance	$18,548.17	$16,592.21	($1,955.96)	$95,436.99	$77,793.84	($17,643.15)
INCOME (LOSS)	$7,586.50	$3,527.42	$4,059.08	$40,994.91	$18,070.12	$22,924.79
CRF  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,618.36	$12,636.66	($1,018.30)	$46,433.57	$51,546.64	($5,113.07)
EXPENSES	$10,321.13	$8,626.78	($1,694.35)	$37,163.51	$37,927.95	$764.44
INCOME (LOSS)	$1,297.23	$4,009.88	($2,712.65)	$9,270.06	$13,618.69	($4,348.63)
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,671.74	$2,569.68	$102.06	$10,937.10	$10,278.72	$658.38
EXPENSES	$1,834.55	$2,267.78	$433.23	$8,831.27	$10,451.12	$1,619.85
INCOME (LOSS)	$837.19	$301.90	$535.29	$2,105.83	($172.40)	$2,278.23
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,240.93	$3,224.33	$16.60	$13,208.21	$13,152.32	$55.89
EXPENSES	$2,102.95	$2,064.14	($38.81)	$9,962.47	$11,364.06	$1,401.59
INCOME (LOSS)	$1,137.98	$1,160.19	($22.21)	$3,245.74	$1,788.26	$1,457.48
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,734.41	$1,675.62	$58.79	$6,927.89	$6,702.48	$225.41
EXPENSES	$1,061.46	$1,052.48	($8.98)	$4,499.54	$5,842.42	$1,342.88
INCOME (LOSS)	$672.95	$623.14	$49.81	$2,428.35	$860.06	$1,568.29

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Engineering and shoring engineers have done inspections to determine full or workable temporary fixes for the spillway area on the golf course.  The pond cleaning is running a little later than expected, but should begin in the next few weeks.  Landscape labor shortages have been addressed and a full staff is tackling projects that had to be delayed.  The badge scanner and reader system is being installed at the StoneyBrook/Cambridge recreation center, the next step is creating badges in the Security office.  The plan and scheduling for producing new key cards was explored, it is expected that there will be a short overlap period where both key cards will be honored.  Patrick Perry made a motion to accept the Management Report, seconded by Sam Dent.  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 meeting in June.  There was discussion on the replacement of the stairway from the Cambridge area to the StoneyBrook/Cambridge recreation center, the timbers are over 25 years old and must be replaced.  Two quotes have been received (Ludwig Concrete at $3,455 and DuBeau at $3,200).  Todd Campbell made a motion to accept the DuBeau bid for $3,200 and that the funding be taken from the retaining wall reserve account to replace the steps.  Seconded by Patrick Perry.  There was some discussion that the bidding process have comparable specs and would it be cheaper to replace the steps with timbers rather than concrete.  At vote, all aye, motion carried.  The Purchase Order will be issued immediately.

Audit Committee:  No report.

Finance Committee:  Paul Kelly reviewed Clubhouse rental rates, the RAC recommendation will be presented in new business.  A preliminary draft Audit Report is expected within the next two weeks.  The bidding and specification procedures for projects will be reviewed and Bob Marcus should be managing the bidding and award process.  Bob Marcus will issue a letter to the corporate attorney to get clarification on expense allocations among the HUA, the golf course, and the CRF.  The Golf Visions Management Agreement will also be reviewed to assure the contract terms and compliance are being met.  Bob Marcus was asked to get the paving prices for Farwell Court in the event any money is available this year.  Sam Dent made a motion to accept the Finance Committee Report, seconded by Patrick Perry.  At vote, all aye, motion carried.

Golf and Tennis Committee:  Rick Francisco reported on a meeting held June 12, 2007.  The tennis league play in the evenings is only using three of six courts, making three other courts available for residents or guests.  Paul Kelly made a motion to approve the Golf and Tennis Report, seconded by Gordon Lind.  At vote, all aye, motion carried.

Landscape Committee:  The Landscape Committee met Wednesday, June 13, 2007 at 4:30 at the HUA Office.  Landscape Department is fully staffed and the damage from the April 11th ice and snow storm is being repaired as time, personnel, and product allows.  The open informational forum for landscaping concerns has been deferred until fall as summer scheduling is difficult.  Patrick Perry made a motion to accept the Landscape Committee Report, seconded by Paul Kelly.  At vote, all aye, motion carried.  The next meeting of the Landscape Committee will be Tuesday, July 17, 10:30 am at the HUA office.

Ponds Committee:  No formal report.  Pond cleaning will be starting in the Covered Bridge area in early July.

Recreational Activities Committee (RAC):  The meeting of June 13 discussed new prices for non-resident rental rates.  It will be considered in New Business.  No formal report or vote required.

Security Committee:  No formal report.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  No formal report.

Welcoming Committee:  There was a Welcoming Committee meeting on June 12, 2007 and 24 new residents attended.  The next regular meeting will be July 10, 2007 at 7 pm at the CRF.  The list of new residents was available for the audience.

OLD BUSINESS: 

Spillway Report.  Bob Marcus met with President Carol Marker; Golf Co-Chairs Rick Francisco and Sam Dent; Dirk Skelley of Golf Visions; and Victor Patton of HBIS Engineering to discuss full replacement options and temporary solutions (while reserve funding is accumulated).  Other companies have also been contacted for recommendations.  Prime Shoring determined that the distance between retaining walls was too great and as they are not parallel it is not feasible to “shore” with I-beam technology.  Box shoring could be used in the big spaces, but the rental of $2,800 per month is prohibitive for an interim solution.  Another vendor will be making an evaluation the week of July 2, 2007.  It may be valuable to have scuba divers do underwater evaluation and pictures, fortunately the walls are not in imminent danger of caving in.  Bob Marcus has contacted governmental agencies to determine ownership and responsibility for the spillway and it is HUA.  He will continue to seek grant money (although very small and shared by other applicants).  Patrick Perry asked Bob to contact Dave Ziegler of the Village of Gurnee Engineering Department to see if there are further recommendations.  This issue will be revisited in Old Business at the July 2007 HUA Board meeting.

NEW BUSINESS:

HeatherRidge Code of Conduct.  Paul Kelly read the document and it is intended to be a guideline for maintaining high ethical standards, it is not a legally binding document.  Todd Campbell made a motion to approve the HeatherRidge Code of Conduct guidance, seconded by Sam Dent.  At vote, all aye, motion carried.

StoneyBrook Homeowner Association had asked that HeatherRidge work with the Village of Gurnee Police Department (GPD) and that they be invited to patrol the HeatherRidge neighborhoods.  There is concern that this adds another tier and level of security protection, but there are disadvantages and consequences also.  Only one neighborhood has requested this assistance, and all neighborhoods would have to be afforded the same service.  Paul Kelly felt that we don’t have enough information to make a decision at this meeting, Bob Marcus will set up a meeting with GPD and present information for the July 2007 HUA Board meeting.  The StoneyBrook Homeowner Association also asked that special “Stop Means Stop” signs be added to existing signage in StoneyBrook to deter speeding and people disregarding stop signs.  This would have to be a global HeatherRidge effort, one neighborhood cannot be singled out for special treatment.  The cost is expected to be approximately $100 for each of the signs and installation labor.  Carol Marker noted that there are 30 stop signs on HUA property.  StoneyBrook has 30 signs, 14 of them are stop signs and 16 are informational.  There would be a considerable expense in adding additional signs, and there was little confidence it would deter traffic violations.  Aesthetically, signage is becoming a problem.  Patrick Perry made the motion to purchase and install the additional signage, seconded by Paul Kelly.  At vote, all nay, motion failed.

Jim Servis, Co-Chair of the RAC, presented a recommendation for changing the non-resident rental rates for the CRF.  Patrick Perry made a motion to approve the new non-resident rates effective July 1, 2007, seconded by Sam Dent.  In discussion, Carol Marker asked that the Sunday rental rates be reconsidered and asked for clarification for the price break if the party has bar service.  The $80 per hour rate is “without” bar service.  There was also discussion on the difficulty of calculating exact overhead costs with a shared facility that must use utilities and have maintenance and then determining the bottom line revenues, not just how often it is rented out.  The motion to approve the new non-resident rates effective July 1, 2007 was amended by Patrick Perry.  The Finance Committee will reconsider the Sunday rates and resident rental rates and that issue will be presented at the July 2007 HUA Board meeting.  At vote, all aye, motion carried.

The Finance Committee will be evaluating reserve study information and vendor proposals at the July meeting.

Bob Marcus will issue a letter to the corporate attorney to get clarification on expense allocations among the HUA, golf course, and the CRF.  The Golf Visions contract will also be reviewed to assure the contract terms and compliance are being met.

Bob Marcus is scheduling an informational session on defibrillators for the HUA Board.  The Red Cross will be making a presentation on July 18, at 6:30 pm at the HUA office.

OPEN DISCUSSION FOR HOMEOWNERS:

Anne Temby of the Hidden Hills Townhome neighborhood asked that at budget time the HUA Board consider raising the salaries of our in-house Landscape Department.  She feels that those employees are committed to providing excellent and reliable service, that they know the property in detail, and we should try to insure that we do not lose these dedicated staff employees. 

Elaine Stein of the Covered Bridge Condos asked if each neighborhood could apply for a government grant for the spillway and water management work that must be done.  Unfortunately, HUA owns all the ponds and we will only be allowed to submit one application, we wish we could submit multiple ones.

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

Adjournment at 9:05 pm.                                                                                                         Next Meeting – Tuesday, July 24, 2007