HeatherRidge Umbrella Board Meeting Minutes July 2005

President Todd Campbell called the meeting to order at 7:00 pm. Present: Todd Campbell, Sam Dent, Owen Hill, Paul Kelly, Linda Kirby, Jim Petkus, Terry Potash, Jim Servis, and Carole Stern.

MAY 25, 2010 MINUTES: Jim Servis made a motion to approve the May 25, 2010 minutes, seconded by Sam Dent. At vote, all aye, motion carried.

PRESIDENT’S REMARKS: Todd Campbell noted that Mayor Kovarik had to reschedule and will attend the July 27, 2010 meeting. There will be an Executive Session after regular Board meeting.

VICE-PRESIDENT’S REMARKS: Owen Hill had no remarks.

TREASURER’S REMARKS: Paul Kelly gave the Treasurer’s Report and detail. The Treasurer has reviewed the checks issued for the past month and they are appropriate. Linda Kirby made a motion, seconded by Carole Stern, to receive and accept the Treasurer’s Report and the expenditures for May 2010. At vote, all aye, motion carried.

Treasurer's Report for May 31, 2010
UMBRELLA CASH POSITION	Totals 4/30/10	Operating 5/31/10	Reserves 5/31/10	Totals 5/31/2010	Change from Prev. Month
	$832,601.62	$21,537.74	$776,260.64	$797,798.38	($34,803.24)

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,750.50	$123,614.10	$136.40	$618,473.79	$618,070.50	$403.29
Landscape	$68,204.40	$59,185.91	($9,018.49)	$252,775.70	$302,109.28	$49,333.58
Security	$21,821.87	$21,748.64	($73.23)	$88,911.53	$116,706.34	$27,794.81
Administration	$18,107.69	$19,268.95	$1,161.26	$84,583.72	$98,596.19	$14,012.47
Maintenance	$17,207.52	$19,290.07	$2,082.55	$109,427.67	$117,642.53	$8,214.86
Total Expenses	$125,341.48	$119,493.57	($5,847.91)	$535,698.62	$635,054.34	$99,355.72
INCOME (LOSS)	($1,590.98)	$4,120.53	($5,711.51)	$82,775.17	($16,983.84)	$99,759.01

CRF CASH POSITION	Totals 4/30/10	Operating 5/31/10	Reserves 5/31/10	Totals 5/31/2010	Change from Prev. Month
CRF	$56,058.63	$17,509.86	$43,453.11	$60,962.97	$4,904.34
CRF-Clubhouse	$16,807.58	$6,134.86	$0.00	$6,134.86	($10,672.72)
Golf	$89,996.25	$52,993.95	$41,536.71	$94,530.66	$4,534.41
TOTALS	$162,862.46	$76,638.67	$84,989.82	$161,628.49	($1,233.97)

CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,397.86	$11,933.85	($535.99)	$53,409.15	$57,294.25	($3,885.10)
EXPENSES	$12,002.53	$13,132.11	$1,129.58	$55,058.08	$58,267.93	$3,209.85
INCOME (LOSS)	($604.67)	($1,198.26)	$593.59	($1,648.93)	($973.68)	($675.25)

CBRC CASH POSITION	Totals 4/30/10	Operating 5/31/10	Reserves 5/31/10	Totals 5/31/2010	Change from Prev. Month
	$49,047.05	$6,901.72	$41,025.43	$47,927.15	($1,119.90)
CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,641.84	$2,569.68	$72.16	$11,313.86	$12,848.40	($1,534.54)
EXPENSES	$6,061.41	$2,504.03	($3,557.38)	$18,040.05	$12,955.15	($5,084.90)
INCOME (LOSS)	($3,419.57)	$65.65	($3,485.22)	($6,726.19)	($106.75)	($6,619.44)

HHRC CASH POSITION	Totals 4/30/10	Operating 5/31/10	Reserves 5/31/10	Totals 5/31/2010	Change from Prev. Month
	$55,218.10	$9,304.66	$43,545.23	$52,849.89	($2,368.21)
HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$4,448.55	$4,469.50	($20.95)	$22,274.96	$22,497.50	($222.54)
EXPENSES	$5,882.38	$5,294.83	($587.55)	$15,519.50	$20,459.16	$4,939.66
INCOME (LOSS)	($1,433.83)	($825.33)	($608.50)	$6,755.46	$2,038.34	$4,717.12

SBCRC CASH POSITION	Totals 4/30/10	Operating 5/31/10	Reserves 5/31/10	Totals 5/31/2010	Change from Prev. Month
	$52,177.14	$14,399.33	$36,909.46	$51,308.79	($868.35)
SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,002.99	$1,962.72	$40.27	$9,984.88	$9,813.60	$171.28
EXPENSES	$4,012.41	$2,610.33	($1,402.08)	$8,690.33	$8,738.65	$48.32
INCOME (LOSS)	($2,009.42)	($647.61)	($1,361.81)	$1,294.55	$1,074.95	$219.60

MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. The Line-of-Credit applications are still in underwriting with two banking institutions for the paving loans. If finalization is not achieved within the next few weeks HUA must proceed to do paving with the available funding from the Reserve Account. Bob Marcus to coordinate with Maintenance to prioritize streets and arrange for the preliminary drainage work. The Village of Gurnee requires a permit to construct the split-rail fence along the 2^nd fairway (Clark Drive). All pools are functioning and life-safety work completed in compliance with the State of Illinois requirements. Paul Kelly asked when the painting at the Covered Bridge Recreation Center would be completed. Bob Marcus explained that the life-safety work required in May by the State of Illinois pre-empted the painting and it will be done in the next few weeks. It is noted that homeowners excessively delinquent with their assessments will have their pool and recreation center privileges suspended. Paul Kelly is also concerned that there is excessive debris and trash in the golf maintenance areas. HUA is still seeking bids to apply a pitched roof to the HUA office building as the flat roof is prone to leaks and problems. A wood splitter/chipper was rented and there are large amounts of chips that Landscape can use throughout the property after the loss of willows and other trees during the recent storms. There are drainage issues through the Hidden Hills neighborhoods and also in other areas of HUA. Natural changes in topography and geography have occurred over the past 30 years and there are issues of responsibility and funding to consider. Jim Petkus feels that the area between the condos was not reconstructed after supporting the sediment bags and that new bags in the Fairway Ridge area could also pose a removal issue. Bob Marcus will work with Landscape to resolve the current issues and make sure it is not a future problem. Linda Kirby mentioned that a resident had sent a letter noting the deteriorating berms and landscape timbers in the Cambridge and StoneyBrook neighborhoods. Bob Marcus is working with Landscape and Maintenance to assure that these reserve expenditures will be completed as funding and manpower allows. Bob Marcus will get back to Linda Kirby after talking with the Department Heads. Jim Servis made a motion to receive and approve the Management Report, seconded by Carole Stern. At vote, all aye, motion carried.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee. No formal report or motion required.

Audit Committee: The Audit Committee will begin work on the 2009 Audit within the next two months. The 2008 Audit is still not finalized, but it is a goal to complete the 2009 Audit before 2010 ends.

Finance Committee: Paul Kelly and the committee met in June. The StoneyBrook (SB) documentation was reconciled and it is recognized that any overpayments will be deducted from the next assessment collection. SB will provide the listing of delinquent homeowners to HUA to tie together the accounting reconciliation. There are still two issues for Golf Visions that need resolutions, these issues need to be pursued. HUA is waiting for new seal-coating bids for completing the drive and parking areas of the CRF. Budgeting and Six-Year Plan meetings are being scheduled: Six-Year Plan July 26; Security and Maintenance, August 2; Landscape and Administration August 9; Golf August 16; CRF August 19 (Thursday). All meetings to begin at 4 pm at the HUA office, mostly on Mondays except as noted. Jim Servis made a motion to receive and accept the Finance Report, seconded by Sam Dent. At vote, all aye, motion carried.

Golf and Tennis Committee: A June committee meeting was held. Sam Dent reviewed the financial report, noting that the month of May was one of the rainiest in history and golf rounds reflected that. Three trees have been planted and two more will be planted very soon. The building permit for the split-rail fence along the 2^nd fairway has not been received and as soon as it is JULIE must be advised of the intent to dig. Golf Visions staff has rented the splitter/chipper and it has been used extensively after the damage from recent storms downed trees and branches. Sam Dent asked Bob Marcus to put in a work order to repair the safety hazard (some brick and cement) areas at the main and front entrances to prevent tripping or falls. Owen Hill made a motion to approve the Golf Committee Report and the GV Financial Reports, seconded by Carole Stern. At vote, all aye, motion carried.

Landscape Committee: No formal report or motion required. Landscape Chief Brad Banwart created storm damage reports after the violent storms of the past week. Terry Potash asked for public notice and thanks to the Landscape crew that worked throughout the weekend to clean up the property and to remove the willows and other trees that were badly damaged or toppled (often into ponds) in the storms. HUA Departments are highly responsive for the safety and maintenance of property, their work is appreciated.

Ponds Committee: No formal report or motion required.

Recreational Activities Committee (RAC): A June 9, 2010 Committee meeting was held and a written report distributed to the HUA Board. Carole noted that RAC is working with Security on the process of having classes given by teachers who may live outside of HUA, and the Facility Usage Agreement. Cathy Hawkins arranged for a freezer for ice storage and it is recommended that the beverage prices for “spirits” (as beer and wine are not included) be raised by 25 cents. There was discussion of how to best advertise HUA events, possibly using the existing HUA distribution boxes or another similar way. Paul Kelly suggested that the additional announcements that are allowed should be identified as sponsored by HUA as personal or business advertising is not allowed, and that a motion be passed to over-ride the existing Rules and Regulations on outside advertising. Linda Kirby made a motion to receive and accept the RAC Report, seconded by Jim Servis. At vote, all aye, motion carried.

Security Committee: No formal report or motion required.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): A meeting was held June 16, 2010 and the minutes distributed to the HUA Board. Agenda items and action responsibilities are listed on the report. The items of interest included the quotes for a pitched roof on the HUA office, the paving/banking issues, new legal representation (conflicts of interest with residential homeowner association legal representations), dividing the work on the Hidden Hills Recreation Center (HHRC) into the repair of wood-rot and structure and a later project of re-siding the building. There are significant drainage issues with gutters, downspouts, and wintertime freezing/safety that must be investigated. Todd Campbell asked that Bob Marcus and the Maintenance Head establish the sequence of road paving and the preliminary drainage work. Linda Kirby made a motion to receive and accept the TLLCISI Report, seconded by Paul Kelly. At vote, all aye, motion carried.

Welcoming Committee: Seventeen new residents attended the Welcoming Committee meeting on June 8, 2010 (summer surge !!). The next regular meeting will be held Tuesday, July 13, 2010.

OLD BUSINESS:

Repair of Structure Wall and Footings for Hidden Hills Recreation Center Clubhouse Building (enclosures). An additional quote was received from ATK Construction, and they are presently doing balcony and deck repair work in the Hidden Hills neighborhood. Fortunately, the wood-rot issues are not as structurally damaging as anticipated and the work will be less extensive. The new bid is $1,836 (with some margin for unexpected and unseen damage repair) compared to the other bids that were between $3,500 and $5,000. Paul Kelly made a motion to waive the rules to allow Joan Karkow to remark for the HHRC Neighborhood Committee, seconded by Jim Servis. She noted that ATK did include the flashings and all other materials in their bid, and that their work on other projects in the neighborhood has been successful and reasonably priced. The HHRC Neighborhood Committee recommends them as the vendor of choice. The Rules of Order were restored and Paul Kelly asked Bob Marcus to ensure that the Maintenance Head reviews and signs off on the work as it is done and upon completion. Sam Dent made a motion to accept the proposal from ATK at the sum of $1,836, and not to exceed $5,000 (for unanticipated and unseen circumstances) to do the wood-rot repair work to the structure of the HHRC, seconded by Paul Kelly. At vote, all aye, motion carried.

NEW BUSINESS:

Approve Sediment Removal Quote for Ponds 7 – 10. Paul Kelly made a motion to accept the proposal from Organic Sediment Removal for ponds 7-10 just south of Gages Lake Road at a cost of between $21,500 and $25,400, seconded by Jim Servis. The motion was modified to note that this was the sole qualified quotation, allowed for through the Purchasing Policy. At vote, all aye, motion carried.

Beverage Price Increasing. Linda Kirby made a motion to increase the cost of “spirit” drinks (does not include wine or beer) by $0.25 for the Waterfall Lounge, seconded by Sam Dent. At vote, all aye, motion carried.

Signage and Advertisement for HUA Events. Paul Kelly made a motion allowing advertisements for both Golf and the CRF to be posted throughout HUA (in a regulated and manageable manner). Notices will be identified as issued by HUA, and administratively accounted for through the HUA office, seconded by Terry Potash. At vote, all aye, motion carried. This motion over-rides the existing Rules and Regulations on outside advertising and will be advertised for 30 days (in these minutes) before implementation. Paul Kelly also asked that the TLLCISI Committee review and update the HeatherRidge Resident Rules and Regulations for re-publication in the near future.

NEW BUSINESS: None.

OPEN DISCUSSION FOR HOMEOWNERS:

Joan Karkow, Chairperson HHRC Neighborhood Committee, asked that the purchase order for the work on the HHRC be issued to ATK Construction as soon as possible.

Cris Mekuly, President of HeatherRidge Townhome Association #1 on the Property Walk and Meeting Issues from 2009 (June and July). Cris asked that a report be issued to all Homeowner Association Presidents with the original list of issues from the Residential Presidents Meeting of June 25, 2009, the status and completion of each issue. The same is requested for the issues noted on the property walks conducted in July 2009 in each of the neighborhoods. Todd Campbell asked that Bob provide it within the next week.

Cris Mekuly also asked that the drainage issues that are affecting the townhome units in her neighborhood be resolved as the smell, mildew, and constant running of sump pumps are tremendous problems. She wonders if curbing was put in it might make the water run down and away through Glen Way. Other areas also need work.

A public service announcement was made for recycling. Some residents are asking the Village of Gurnee to open a community recycling center as many neighborhoods are not afforded the opportunity for individually contracting for recycle service at affordable prices. Petition sheets are available at the HUA office until mid-July.

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

Adjournment at 8:15 pm. Next Meeting – Tuesday, July 27, 2010

__________________________________ ___________________________________
Sam Dent – HUA Board Secretary Cathy McGrath – Recording Secretary