HeatherRidge Umbrella Board Meeting Minutes July 2005

Acting President Todd Campbell called the meeting to order at 7:00 pm. Present: Todd Campbell, Sam Dent, Rick Francisco, Paul Kelly, Gordon Lind, Patrick Perry, Jim Petkus, Jim Servis. Carol Marker, leave of absence.

MAY 27, 2008 MINUTES: Patrick Perry made a motion to approve the May 27, 2008 minutes, seconded by Sam Dent. At vote, all aye, motion carried.

ACTING PRESIDENT’S REMARKS: Todd Campbell noted that Carol Marker will return as President as of June 25, 2008. Todd Campbell commended the entire HeatherRidge staff and Department Heads for their outstanding damage control and repair during the bad storms we have had in the past several months. It should be noted that they have kept up with their other routine tasks while attending to storm damage.

PRELIMINARY Treasurer's Report for May 31, 2008
UMBRELLA CASH POSITION	Totals 4/30/08	Operating 5/31/08	Reserves 5/31/08	Totals 5/31/2008	Change from Prev. Month
	$518,220.54	$64,544.93	$419,904.54	$484,449.47	($33,771.07)

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$118,931.64	$118,950.69	($19.05)	$597,295.69	$594,753.45	$2,542.24
Landscape	$89,088.36	$84,593.09	($4,495.27)	$290,832.49	$283,925.30	($6,907.19)
Security	$26,055.12	$30,309.61	$4,254.49	$100,640.68	$115,968.93	$15,328.25
Administration	$22,404.04	$21,360.48	($1,043.56)	$92,091.88	$91,082.11	($1,009.77)
Maintenance	$21,117.63	$27,338.02	$6,220.39	$128,220.04	$109,705.20	($18,514.84)
Total Expenses	$158,665.15	$163,601.20	$4,936.05	$611,785.09	$600,681.54	($11,103.55)
INCOME (LOSS)	($39,733.51)	($44,650.51)	$4,917.00	($14,489.40)	($5,928.09)	($8,561.31)

CRF CASH POSITION	Totals 4/30/08	Operating 5/31/08	Reserves 5/31/08	Totals 5/31/2008	Change from Prev. Month
CRF	$21,960.10	$434.09	$12,357.55	$12,791.64	($9,168.46)
CRF-Clubhouse	$8,150.25	$12,074.86		$12,074.86	$3,924.61
Golf	$101,195.88	$68,087.85	$66,644.26	$134,732.11	$33,536.23
TOTALS	$131,306.23	$80,596.80	$79,001.81	$159,598.61	$28,292.38

CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$14,588.60	$13,537.90	$1,050.70	$60,777.09	$63,939.50	($3,162.41)
EXPENSES	$13,044.16	$15,889.90	$2,845.74	$58,877.64	$62,948.16	$4,070.52
INCOME (LOSS)	$1,544.44	($2,352.00)	$3,896.44	$1,899.45	$991.34	$908.11

CBRC CASH POSITION	Totals 4/30/08	Operating 5/31/08	Reserves 5/31/08	Totals 5/31/2008	Change from Prev. Month
	$72,152.49	$23,679.55	$50,267.58	$73,947.13	$1,794.64
CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,668.81	$2,569.68	$99.13	$13,651.93	$12,848.40	$803.53
EXPENSES	$2,119.76	$2,569.03	$449.27	$13,036.40	$12,506.15	($530.25)
INCOME (LOSS)	$549.05	$0.65	$548.40	$615.53	$342.25	$273.28

HHRC CASH POSITION	Totals 4/30/08	Operating 5/31/08	Reserves 5/31/08	Totals 5/31/2008	Change from Prev. Month
	$40,517.58	$11,188.17	$29,135.29	$40,323.46	($194.12)
HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,635.21	$3,624.83	$10.38	$18,464.40	$18,379.15	$85.25
EXPENSES	$6,100.57	$4,255.40	($1,845.17)	$14,089.79	$15,875.75	$1,785.96
INCOME (LOSS)	($2,465.36)	($630.57)	($1,834.79)	$4,374.61	$2,503.40	$1,871.21

SBCRC CASH POSITION	Totals 4/30/08	Operating 5/31/08	Reserves 5/31/08	Totals 5/31/2008	Change from Prev. Month
	$65,130.81	$22,060.07	$15,804.80	$37,864.87	($27,265.94)
SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
EXPENSES	$1,747.85	$1,710.42	$37.43	$8,745.71	$8,552.10	$193.61
INCOME (LOSS)	$2,046.83	$2,297.90	$251.07	$5,589.69	$7,460.32	$1,870.63
INCOME (LOSS)	($298.98)	($587.48)	$288.50	$3,156.02	$1,091.78	$2,064.24

TREASURER’S REMARKS: Paul Kelly gave the Treasurer’s Report and detail. The HUA cash position was down due to having three payrolls during the month. Patrick Perry asked Bob Marcus for detail on the overtime costs, why landscape overtime (account 7139) was over budget, yet regular time was under budget. He further asked for information on the scope of what “bad debt” is composed of, the process of writing off outstanding uncollected assessments, and what recovery resources might be available as homeowner associations will be charging portions of these figures back to HUA. He asked for detail on foreclosures or evictions (account 7881). Patrick Perry made a motion, seconded by Gordon Lind, to receive and accept the Treasurer’s Report. At vote, all aye, motion carried.

MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. Bob Marcus said that the property tax issue is being researched by two legal experts, he hopes to pass on information before the end of the month. Jim Service asked that once the tax liability is resolved a report be made detailing why this happened, and what safeguards can be put into place to prevent future occurrences of this type. Patrick Perry made a motion to receive and 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. No formal report or motion required. Farwell and Scott Courts paving will have started June 25, 2008.

Audit Committee: No formal written report or motion required. Financial information has been submitted to the auditor to generate the review process.

Finance Committee: Paul Kelly gave the Financial Report and recapped the minutes of the June 19 meeting. Issues are detailed in the meeting minutes, which were provided in the packets and to the audience. Bob Marcus noted that Contract Calendar is close to done, he is creating it in Outlook on the computer. Patrick Perry made a motion to receive and accept the Finance Committee Report, seconded by Sam Dent. At vote, all aye, motion carried.

Golf and Tennis Committee: Rick Francisco noted that the weather has impacted the rounds played and golf income. Many trees were lost throughout the course during the May storms and the golf maintenance crews spent hours cleaning so that rounds could resume. Jim Petkus asked how trees are selected and what vendors Golf Visions uses. Paul Kelly suggested generating a list of trees that need to be replaced and comparing prices among the Landscape Department and Golf Visions vendors. Gordon Lind asked that the purchasing policy be followed in the replacement proposal, all bids must go through Bob Marcus. Jim Servis made a motion to receive and accept the Golf and Tennis Committee Report, seconded by Paul Kelly. At vote, all aye, motion carried.

Landscape Committee: No formal report or motion required.

Ponds Committee: No formal report or motion required. Two ponds are scheduled to be cleaned next month.

Recreational Activities Committee (RAC): No formal report or motion required.

Security Committee: No formal report. Gordon asked that the key accountability and security be resolved before the July HUA Board meeting.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): TLLCISI would like to see the Contract Calendar when it is finished. TLLCISI has recommended changes to the association garage sale information for the HeatherRidge Resident Rules and Regulations. Paul Kelly asked that all rules be reviewed again this year and available for the 30-day review period, hopefully to be submitted for approval at the August 26, 2008 HUA Board meeting. Todd Campbell asked Bob Marcus to bring the committee from last year back together to do this.

Welcoming Committee: The regular meeting was held June 9, 2008 and 13 residents attended. The list of new residents was available for the audience.

OLD BUSINESS:

Real Estate Tax Update. The Manager’s Report detailed the tax information. Two sets of lawyers who specialize in association and tax law are reviewing the issue. He hopes to have information by the end of June, 2008. Patrick Perry noted that if there is an appeal process or a trial, it could drag on for months.

Line of Credit Update. Four banks that specialize in homeowner association loans and funding have been asked to submit proposals for a line of credit for HUA. Two proposals have been received and all will be submitted to the Finance Committee, which will commence evaluation as soon as they are all received. Bob Marcus was asked to provide the paving bids so that the immediate loan needs can be anticipated.

Route 120 Billboard Signs. Todd Campbell had sent out an e-mail requesting HUA Board members to vote on a selection from the 7 designs submitted, but not everyone responded. Todd Campbell asked for a motion to select one of the seven signs for the billboard. A motion to accept sign 1 was voted down unanimously. A motion to accept sign 6 was voted down 2 aye, 6 nay. A third motion by Paul Kelly, seconded by Patrick Perry recommended sign 2, at vote, all aye, motion carried. A purchase order will be issued to have it installed.

Covered Bridge Recreation Center Fencing. Paul Kelly made a motion to accept the fencing bid from Meier’s Fencing for the Barron style, 5-foot fence (not to exceed $10,650). The motion will include painting the interior and exterior of the propane tank enclosure to match the color of the new fence. Seconded by Patrick Perry. Jim Petkus urged the HUA Board not to accept any of the bids as the painted fence would be different from the pool fence, and that the fencing on the retaining wall (recommended to be aluminum rather than PVC) would not match either fence. He feels there were no viable specifications and the process should begin again with proper specifications and follow the purchasing policy. Gordon Lind concurred. Paul Kelly said that the Neighborhood Committee should convene again and make a recommendation to the HUA Board as to type and color of fencing for the July 22, 2008 HUA Board meeting. The original bids did not contain the retaining wall area or the propane tank enclosure does not need replacement. The committee apparently did not recommend the fence on top the retaining wall and the vendors have to bid aluminum as it is on a concrete retaining wall. There is serious concern that vendors will not work with HeatherRidge in the future as their time and expense of proposal preparation is often for naught. Motion at vote, 2 aye, 6 nay, motion failed.

Memorial Tree Planting. The choice of memorial plaques (solid bronze or “honey” bronze) will be referred to the Landscape Committee for recommendation.

NEW BUSINESS:

Smoking in the Hidden Hills pool areas. Residents have complained that people are smoking in the area near the pool and littering cigarette butts in the area or flicking them over the fence. Todd Campbell noted that the Illinois Smoke-Free Act rules prohibit smoking within a minimum distance of 15-feet from entrances, exits, windows, and vents that serve an enclosed area (such as the rec center) and from the pool. Paul Kelly moved that all pool areas in HeatherRidge become smoke free, seconded by Gordon Lind. Sam Dent noted that Covered Bridge has an area that allows smoking or eating away from the pool area or any entrances to the rec center, meeting the state criteria. The motion was amended to say “except in a designated smoking area.” Patrick Perry asked that the meeting rules be suspended allowing the Hidden Hills Neighborhood Chairman Al Richter to speak to the issue. Al Richter asked for clarification of that motion and what HeatherRidge would be doing to determine the areas that would allow smoking. He also asked that no-smoking signs be posted in the pool area. The meeting resumed and at vote, all aye, motion carried. Bob Marcus will be responsible for determining if there are any areas that can be designated for smoking.

Three bids for snow blowers were submitted. Paul Kelly asked that a plan be developed for using snow blowers and that there be safety training provided. As there is no plan yet developed, Patrick Perry asked that the issue be referred to the Landscape Committee and a task force of HUA Board members to create the plan and the safety training. Jim Petkus will participate and the Landscape Committee will have that information for the July 22, 2008 HUA Board meeting.

Bar Prices. The Social Director Cathy Hawkins submitted a proposal to raise the liquor and bar prices minimally. Patrick Perry made a motion to accept the new bar prices as indicated on the spreadsheet. Sam Dent seconded and at vote, all aye, motion carried.

A note for the future, HeatherRidge will have a community Ice Cream Social on Saturday, September 13, 2008 courtesy of Edy’s Slow Churned Ice Cream. Cathy Hawkins will have more details in the near future.

OPEN DISCUSSION FOR HOMEOWNERS:

Joan Karkow and Chris Mekuly of the Hidden Hills neighborhood. The ladies noted that the HeatherRidge Resident Rules and Regulations need to be updated to reflect the smoke-free restrictions. Chris Mekuly encouraged to make all pools smoke-free, and that people are not complying on their own. Cigars should be prohibited completely. She was advised that the Neighborhood Committee could submit a recommendation to the HUA Board of Directors.

Bill Francour of StoneyBrook asked that the Finance Committee ensure that our purchasing policy and expenditures are tightened and monitored closely. He thanked Paul Kelly for his financial monitoring. Paul Kelly assured him that we are using the purchasing policy and that expenses are closely considered and controlled.

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

_______________________________ _________________________________
Patrick Perry – HUA Board Secretary Cathy McGrath – Recording Secretary