HeatherRidge
Umbrella Board Meeting Minutes
March 2006
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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: Bob Adelman, Todd Campbell, Norbert Ciolek, Owen Hill, Sharlene Hink, Jack Nowry, Patrick Perry, Elroy Wilke. Absent: Carol Marker.
Todd Campbell made a motion, Jack Nowry seconded, to approve the February 28, 2006 minutes for the HUA Board meeting, all Aye, motion carried.
PRESIDENT’S REMARKS: President Perry remarked that the House of Delegates (HOD) meeting was being held concurrently, three HUA Board seats are to be voted upon. He also mentioned that he is on the Village of Gurnee Board of Trustees and that the Village budget is being discussed at length. He mentioned the three issues that are most notable: no re-institution of the property tax or vehicle stickers; 1% tax on food and beverages, and business licenses; ambulance charges for those covered by insurance. He also mentioned that there may be a third fire station built within the next two/three years near the HeatherRidge water tower.
TREASURER’S REMARKS: Owen Hill discussed both the Treasurer’s and Finance Committee information. The Finance Committee met Monday, March 27, 2006 and he recapped the figures in the report. The main point is that we are in a good cash position and there have been no reserve expenditures in January or February. He reported on the vehicle replacement program that may be instituted in the near future. Responses to letters from Paul Kelly and Jim Campbell are being formulated. Elroy Wilke made a motion to accept the Treasurer’s and Financial Reports, seconded by Sharlene Hink. President Perry noted the healthy financial situation detailed in the Treasurer’s Report. A motion to approve the reports was on the floor, at vote, all Aye, motion carried to accept both reports.
Totals Totals as of Change from
CASH POSITION 1/31/2006 Operating Reserves 2/28/2006 Previous Month
Umbrella $306,629.67 $ 45,924.21 $267,658.89 $313,583.10 $ 6,953.43
CRF $ 61,162.16 $ 20,458.39 $ 43,472.04 $ 63,930.43 $ 2,768.27
CRF - Clubhouse $ 26,649.44 $ 11,700.66 $ 16,129.96 $ 27,830.62 $ 1,181.18
Golf $115,393.54 $ 48,067.88 $ 80,334.33 $128,402.21 $ 13,008.67
CBRC $ 46,296.49 $ 16,577.66 $ 28,523.53 $ 45,101.19 ($ 1,195.30)
HHRC $ 19,110.32 $ 9,051.14 $ 12,271.94 $ 21,323.08 $ 2,212.76
SBCRC $ 49,042.89 $ 15,777.75 $ 33,907.33 $ 49,685.08 $ 642.19
TOTALS $624,284.51 $167,557.69 $482,298.02 $649,855.71 $ 25,571.20
HUA OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $111,624.10 $112,247.06 ($ 622.96) $ 224,103.00 $ 224,494.12 ($ 391.12)
Landscape $ 37,685.11 $ 44,884.04 $ 7,198.93 $ 66,511.16 $ 81,935.26 $ 15,424.10
Security $ 16,689.82 $ 22,602.75 $ 5,912.93 $ 33.030.88 $ 44,655.50 $ 11,624.62
Administration $ 19,628.04 $ 19,875.57 $ 247.53 $ 34,178.07 $ 37,324.75 $ 3,146.68
Maintenance $ 13,597.37 $ 25,880.22 $ 12,282.85 $ 37,111.31 $ 51,662.94 $ 14,551.63
INCOME (LOSS) $ 24,023.76 ($ 995.52) $ 25,019.28 $ 53,271.58 $ 8,915.67 $ 44,355.91
CRF OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 15,457.81 $ 14,951.09 $ 506.72 $ 33,027.20 $ 29,902.18 $ 3,125.02
EXPENSES $ 14,860.79 $ 14,419.01 ($ 441.78) $ 26,107.09 $ 25,677.20 ($ 429.89)
INCOME (LOSS) $ 597.02 $ 532.08 $ 64.94 $ 6,920.11 $ 4,224.98 $ 2,695.13
CBRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,638.99 $ 2,569.68 $ 69.31 $ 5,589.17 $ 5,139.36 $ 449.81
EXPENSES $ 1,853.18 $ 3,301.03 $ 1.447.85 $ 3,225.61 $ 5,442.65 $ 2,217.04
INCOME (LOSS) $ 785.81 ($ 731.35) $ 1,517.16 $ 2,363.56 ($ 303.29) $ 2,666.95
HHRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,885.17 $ 2,871.00 $ 14.17 $ 6,026.76 $ 5,997.00 $ 29.76
EXPENSES $ 2,822.36 $ 3,401.98 $ 579.62 $ 4.467.90 $ 4,755.96 $ 288.06
INCOME (LOSS) $ 62.81 ($ 530.98) $ 593.79 $ 1,558.86 ($ 303.29) $ 317.82
SBCRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 1,715.31 $ 1,679.10 $ 36.21 $ 3,429.51 $ 3,358.20 $ 3,125.02
EXPENSES $ 2,090.51 $ 2,307.89 $ 217.38 $ 3,215.80 $ 2,699.96 ($ 515.84)
INCOME (LOSS) ($ 375.20) ($ 628.79) $ 253.59 $ 213.71 $ 658.24 ($ 444.53)
GENERAL MANAGER’S REPORT: Oliver Merriam’s report was submitted in writing and was available to the audience. It noted the $28,000 savings from bidding out the business insurance; the work projects of the Maintenance Department; and the work being done on pond 4. Todd Campbell made a motion to approve the General Manager’s Report, seconded by Owen Hill. At vote all Aye, motion carried. President Perry noted the conscientious service of our recently appointed Maintenance Chief Jason Shamrock and his department, and the recently acquired community management credentials acquired by the General Manager.
STANDING COMMITTEE REPORTS:
Maintenance Committee: The Maintenance Committee met on March 27, 2006 and discussed the supplemental air conditioning for the CRF, it will be brought up in Old Business. We are evaluating ways to save money on energy consumption and one initiative will be switching over to fluorescent bulbs as our supply of incandescent bulbs is exhausted. The golf course pump house has been heated through the winter time and that may be another avenue to save money by shutting off the heat, draining the pipes, and winterizing the pump house plumbing. President Perry asked Elroy Wilke to work with the Maintenance and Golf Committees and the golf course staff to coordinate the effort if it is a plausible idea, a report will be submitted at the April HUA Board meeting.
(Bob Adelman was excused to attend the HOD meeting.)
Recreational Activities Committee (RAC): The ladies bathroom has been freshly painted by the Maintenance Department. A HeatherRidge resident artist, Jo Alberti, has done artwork throughout the bathroom and it has been totally redecorated. The HUA Board recognized Jo for the beautiful work she has done for us.
Golf and Tennis Committees: No meeting this month, the next meeting will be Tuesday, April 11, 2006 at the CRF conference room, 7 pm.
Welcoming Committee: There was a Welcoming Committee meeting on March 21, 2006, and three new residents attended. The next regular meeting will be on April 18, 2006 at 7 pm at the CRF. The list of new residents was available for the audience.
OLD BUSINESS:
Purchase of Electric Energy. At the request of President Perry the General Manager contacted the utility companies to see whether they offer consulting services on energy conservation. They do not, but we did receive a guide book that has been shared with the Maintenance Department. Viable ideas like switching to fluorescent bulbs will be investigated and implemented if possible.
Consider award of contract for supplemental CRF air conditioning. We received three responsive bids for the supplemental air conditioning. One bid was considerably higher and two bidders were seriously considered. O’Brien’s Heating & Cooling bid and their evaluation of the existing system and the CRF were considered to be the most complete and reasonably priced for a 5-ton unit ($11,995). The electrical work included will be sub-contracted to Service Electric, for a total bid of $11,995. Jack Nowry made a motion, Elroy Wilke seconded, to accept the O’Brien bid of $11,995 air conditioning and electrical. An amendment was made noting that the entire cost (air conditioning and electrical work) will be paid for out of Clubhouse surplus funds (the amendment was accepted by Jack and Elroy). It is expected that a 5-ton unit will become the primary supply at a more efficient rate and lower energy costs, the existing unit will be the supplemental supply. This initiative was originally budgeted at $19,000 in the Reserve Study and it should be noted that the expense will be paid for by Clubhouse surplus as any Clubhouse surplus must be re-invested in the CRF. At vote, all aye, motion carried. A Purchase Order will be issued immediately to O’Brien Heating & Cooling Company.
New business items depend upon the HOD election results (in progress at that time) and Sharlene Hink suggested discussing the request from a resident of Covered Bridge neighborhood that asked that their pool be opened earlier than 9 am for residents to use for exercise and laps. The request was submitted in 2005 but set aside for action in 2006. Discussion included the exception to policy (Resident Rules and Regulations), the impact on the Maintenance Department staff, and the possibility of setting a precedent that could not be repeated for the three other pool sites. It is difficult for the Security staff to implement pool rules when exceptions are authorized at one or another of the facilities. It was determined that the residents will work with the Maintenance Department to request their pool be cleaned first each morning to accommodate the exercise and laps (not interfering with family or recreational swimming during the day). The Board consensus will allow it unless it develops into a residential neighborhood problem or maintenance issue.
OPEN DISCUSSION FOR HOMEOWNERS: (While waiting for HOD.)
Marcy Francisco of the Hidden Hills neighborhood had questions about court costs and the use of the tennis courts (limiting available court time for residents) by tennis pro Celeste Pregracke and her leagues. Marcy was advised that the Golf and Tennis Committee is the correct forum to review her issues and that the next meeting will be April 11, at the CRF at 7 pm. The Golf and Tennis Committee will then make recommendations to the HUA Board for action or policy.
Bruce Frederick of the Hidden Hills neighborhood questioned the policy of not allowing residents to sponsor guests (at no charge) on the tennis courts. This matter is best raised with the Golf and Tennis Committee who will make a recommendation to the HUA Board after consideration and study.
Marianne Menotti of the StoneyBrook neighborhood complimented Board for considering the special use pool request. She also showed interest in our Recreational Activities Committee, Sharlene Hink will follow up.
The regular meeting of the HUA Board was recessed until the completion of the HOD election.
The regular meeting then convened.
NEW BUSINESS:
Presentation of new HUA Board Directors. The HUA Board reconvened to accept the appointments of newly elected Directors, and Jim Campbell was recognized as the Speaker of the House of Delegates. He thanked the Speaker Pro-Tem, Secretary, Delegates and Alternates for attending the meeting. He thanked the eight homeowners who stepped forward this year and requested that HUA Board Directors treat one another with dignity and respect. The outgoing HUA Directors were thanked for their years of service and diligence.
Jim Campbell introduced the three newly elected Directors: Ed Schroeder, Gordon Lind, and Paul Kelly. Each will serve a three-year term. President Perry welcomed the new Directors, thanked the last Board’s members for their service, and recognized the HOD delegates and nominees with appreciation.
Election of HUA Officers.
President: Jack Nowry nominated Patrick Perry as President, Owen Hill seconded. No other candidates, nomination closed. At vote all Aye, Patrick Perry is President.
Vice President: Owen Hill nominated Carol Marker as Vice President, Sharlene Hink seconded. No other candidates, nomination closed. At vote all Aye, Carol Marker is Vice President.
Secretary: Sharlene Hink nominated Jack Nowry as Secretary, Owen Hill seconded. Paul Kelly nominated Ed Schroeder, but Ed declined. No other candidates, nomination closed. At vote all Aye, Jack Nowry is Secretary.
Treasurer: Jack Nowry nominated Owen Hill for Treasurer, Elroy Wilke seconded. No other candidates, nomination closed. At vote all Aye, Owen Hill is Treasurer.
Vice Treasurer: Sharlene Hink nominated Carol Marker as Vice Treasurer, Jack Nowry seconded. No other candidates, nomination closed. At vote all Aye, Carol Marker is Vice Treasurer.
Appointment of HUA Committee Chairpersons. Appointment of committee chairs is done by the President, he chose to proceed with the recommendations at this meeting. Directors from this previous year confirmed their continued appointments: Jack Nowry as Maintenance Chair; Patrick Perry as Audit and Executive Committee Chairs; Owen Hill as Finance Chair; Elroy Wilke as Golf and Tennis Chair; Sharlene Hink as RAC Chair; Carol Marker as Landscape Chair; the Cimfel’s and Best’s will continue to chair the Welcoming Committee. Ed Schroeder asked to be considered for Maintenance Chair but President Perry asked that he accept the Ponds Committee Chair and he accepted.
Paul Kelly was asked to chair TLLCISI and Gordon Lind and Ed Schroeder were asked to be on the committee.
The Security Chair is under consideration and will be introduced at a later time.
An HUA Board Orientation session will be held in mid-April for new and prior HUA Directors.
Jack Nowry made a motion to adjourn the meeting, seconded by Elroy Wilke. All Aye, motion carried.
Adjournment at 8:58 pm. Next Meeting – Tuesday, April 25, 2006_______________________________ _________________________________
Jack Nowry – HUA Board Secretary Cathy McGrath – Recording Secretary
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