BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), June 28, 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.  Present:  Todd Campbell, Sam Dent, Owen Hill, Mark Hutchison, Linda Kirby, Cris Mekuly, and Carole Stern.  Absent:  Paul Kelly and Terry Potash.     

MAY 24, 2011 MINUTES:  Sam Dent made a motion to accept and approve the May 24, 2011 minutes, seconded by Carole Stern.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  President Todd Campbell noted that we have not had an update on Board member Terry Potash’s condition since his medical emergency last month.  Please keep him in your thoughts and prayers.  The recent storms have created much additional work for the Landscape and Maintenance Departments, particularly considering how very busy they are at this time of year on regularly scheduled projects.  Landscape worked on the past Saturday to try to catch up on the shearing and pruning of bushes and shrubbery throughout the property.  President Campbell welcomed Matt Nordigian as the new Social Director for HUA.

Cris Mekuly made a motion to temporarily suspend the regular HUA business meeting to welcome Mayor Kristi Kovarik, seconded by Owen Hill.  A list of the questions submitted by residents was available to the audience. 

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

TREASURER’S REMARKS:  Paul Kelly was not able to attend the meeting, Todd Campbell gave the Treasurer’s Report and noted items of interest.  The Treasurer reviewed the checks issued for the past month and they are appropriate.  Linda Kirby made a motion, seconded by Sam Dent, to receive and accept the Treasurer’s Report and the expenditures for May 2011.  At vote, all aye, motion carried.

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.               Al Villasenor noted the recent storm damages and loss of several trees resulted in the setback of the normal mowing, shearing bushes, planting and project rotations.  Work orders are accomplished as quickly as possible, but often must be done within the normal work schedule progression through neighborhoods for efficiency.  The drainage work for the Dunham Road garages has been finished, the homeowner association will be completing the gutter and downspout work.  The re-surfacing and maintenance for the tennis courts is nearly done.  Mark Hutchison made a motion to accept 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:   No formal report or motion required.

Finance Committee:  Finance Committee Report was submitted, Paul Kelly could not attend the Board meeting.  The Committee would like to receive a written plan for the property improvements and marketing for the Clubhouse from the RAC.  Linda Kirby made a motion to accept and approve the Finance Committee Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Golf and Tennis Committee:   A June 2011 committee meeting was held and the financial variances and totals were noted.  Continuing poor weather conditions have caused loss of rounds, they cannot be made up but play is good and steady with improved weather.  The irrigation system has had some problems, but with the rainy and wet weather there has not been significant damage or concern as it is evaluated and repaired.  Mark Hutchison made a motion to accept and approve the Golf Committee Report and the Golf Visions Financial Reports, seconded by Owen Hill.  At vote, all aye, motion carried.

Landscape Committee:  Landscape Chairperson Cris Mekuly and the Committee met with the Landscape Head to discuss workload, priorities after multiple storm damages, and insurance claims that must be filed.  Plant replacement is a continual program and there is possibility of exceeding the budgeted amounts due to storms and the higher numbers of plant replacement needs.  As noted earlier, some overtime for shearing and pruning has been worked.  Mark Hutchison asked if more perennials could be used in the flower beds as they would return year after year and annuals must be replaced.  Al Villasenor noted that Landscape has addressed use of perennials before and a previous Board chose to move to annuals as they continually bloom and are beautiful throughout the summer.  Beds of perennials are planned to have rotational blooming, but the plants do not bloom throughout the entire summer season.  Sam Dent made a motion to accept and approve the Landscape Committee Report, seconded by Linda Kirby.  At vote, all aye, motion carried.

Ponds Committee:  No formal report or motion required.  Approved pond cleaning work will be done by the end of summer.

Recreational Activities Committee (RAC):  A June committee meeting was held.  Matt Nordigian is the new HUA Social Director and Clubhouse Manager.  Events will be planned that HUA residents and friends can attend, new or revived event suggestions are encouraged.  The first big event to be planned will be a Chili Cookoff in the fall football season.  Residents would be encouraged to prepare their favorite Chili and the attendees would vote for their favorite.  It has been suggested that each vote would have a charity donation and that HUA Board members would be encouraged to participate in the event and service.  Other event suggestions were pancake breakfast, Italian dinner, holiday parties, Easter and the Easter Bunny, and picnics using the Picnic Grove and the Clubhouse.  Watch for these events in the HeatherRidge Happenings and it is hoped that residents will participate with the RAC Committee in the planning and the events.  President Campbell noted that HUA will make sure that all events meet Lake County Health Department regulations and encouraged the RAC to make sure of compliance.  A monthly sales report was provided to the Board and there was discussion and clarification of the contents.  Sam Dent made a motion to accept and approve the RAC Report, seconded by Mark Hutchison.  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 20, 2011 and the minutes distributed to the HUA Board.  It is noted that there are more rentals and renters within the neighborhoods than ever before due to the economy and housing market.  The HUA Resident Rules and Regulations have been finalized, published on the web site, and are available at the HUA office.  HUA is able to do the printing and distribution in-house with the new copier.  The TLLCISI Committee recommends that copies be available on request (rather than trying to distribute individually to each housing unit) at the HUA office.  Copies will also be provided at the Welcoming Committee meetings, copies sent to each Homeowner Association Property Manager, and to each Homeowner Association Board member.   The Resident Rules and Regulations are available on the web site (www.heatherridge.org) as a MicroSoft Word document.  Copies were available on the distribution table at the June meeting.  The TLLCISI Committee has also reviewed the HUA Employee Handbook and requests some changes as documented in the minutes.  There was some discussion of the changes that involve part-time employee benefits, holiday pay schedules, jury and witness duty, and the smoking policy.  The Committee will be reviewing the role of the House of Delegates after the changes to the Illinois Condominium Act this past year.  Cris Mekuly made a motion to accept and approve the TLLCISI Committee Report, seconded by Mark Hutchison.  At vote, all aye, motion carried.

Welcoming Committee:  Thirty residents attended the June Welcoming Committee meeting.  The next regular meeting will be Tuesday, July 12, 2011 and it is also expected to be well attended as the community is deep into pool and recreation center season.

OLD BUSINESS:

Final Approval of the HUA Resident Rules and Regulations and Distribution Policy (previous enclosure).  As noted in the TLLCISI Committee Report, Mark Hutchison made a motion to accept the revised HUA Resident Rules and Regulations, dated June 2011, and the recommended distribution and availability as provided by the TLLCISI Committee, seconded by Linda Kirby.  At vote, all aye, motion carried.

Covered Bridge Recreation Center Roof (enclosure).  There was much discussion at the May 2011 meeting and the selection was tabled for clarification of labor and material prices (making sure specifications were standardized), warranty, and reference checks.  Al Villasenor verified the all issues and the TLLCISI Committee recommends accepting the Shakes Roofing proposal that includes the warranty of 10 years for workmanship and labor (30 years for materials) at the amount of $7,500.  Sam Dent made a motion to accept the Shakes Roofing proposal of $7,500, seconded by Linda Kirby.  At vote, all aye, motion carried.  Timing and scheduling will be reviewed with the Maintenance Department to make sure that recreation center usage and pool openings are not affected during the summer season.

Covered Bridge Sauna.  The “dry” sauna closure at the CBRC was fully discussed at the May 2011 HUA Board meeting and it was agreed that it would be closed (rather than spending $2,000 to $3,000 to completely replace the sauna equipment).  The CBRC Neighborhood Committee recommended closing the sauna as it is cost prohibitive to repair and has very little usage.  The Board allowed a 30-day period to receive any resident response or interest and none has been presented.  The motion by Cris Mekuly to close the CBRC dry sauna after repeated abuse of the equipment and significant safety threat was seconded by Linda Kirby.  At vote, all aye, motion carried.

NEW BUSINESS:  None.

OPEN DISCUSSION FOR HOMEOWNERS: 

Katherine Maier of the Covered Bridge Condo neighborhood noted that the railing and light posts in the front of the condo have two posts that have rotted and also created a safety hazard (very bottom and next one up).  She asked that they be looked at and possibly replacement with metal tops for lighting would be better than the existing wood.  Al Villasenor and the Maintenance Department will review and repair.

Ann Richter of the Hidden Hills Townhome neighborhood thanked HUA and the Maintenance Department for the work that has been done on the tennis courts.  The courts have been re-coated, the net center strips refurbished, chairs added outside the play area.  Residents and lessons are playing and enjoying the tennis courts.  The work and care is appreciated.

Cris Mekuly of the Hidden Hills Townhome neighborhood asked that a bike rack be placed near the tennis courts to discourage residents from riding bikes onto the tennis courts.

Linda Kirby of the StoneyBrook/Cambridge neighborhood asked that the two gates at the recreation center pool area be repaired to include stronger magnet units, and possibly closure springs, to make sure the gates automatically close after residents enter or leave the pool area.  The doors often stay open if not pulled closed, creating safety and security issues.  Al Villasenor and the Maintenance Department will review and repair.

Linda Kirby made a motion to adjourn the meeting, seconded by Cris Mekuly; at vote, all aye, motion carried.

Adjournment at 8:45 pm.                                                                       Next Meeting – Tuesday, July 26, 2011