BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), March 27, 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.

President Patrick Perry called the meeting to order at 7:00 pm.  Present:  Todd Campbell, Sam Dent, Owen Hill, Paul Kelly, Gordon Lind, Carol Marker, Jack Nowry, Patrick Perry, and Elroy Wilke.

FEBRUARY 27, 2007 MINUTES:  Todd Campbell made a motion to approve the February 27, 2007 minutes, seconded by Paul Kelly.  At vote all aye, motion carried.

PRESIDENT’S REMARKS:  Patrick Perry will propose a task force to study the expansion and reconfiguration of the HUA office and conference space.  The task force, chaired by a HUA Director, will consider efficient layout, storage areas, existing office equipment, a customer waiting area, the conference and meeting room space.  This is a task force appointment only, it is not an approval for funding or expenditures.  President Perry recommended Todd Campbell to chair the task force, agreed upon by the HUA Board.

On another note President Perry noted the future challenges HeatherRidge will face as revenues are limited, are mostly from assessments, and costs are going up.  HeatherRidge has limited growth opportunity and increasing expenses of an aging community will be borne by a fixed number of residential assessments.  These issues should be planned for now, we will have to meet increasing costs, hopefully without raising assessments considerably or using special assessments.

VICE PRESIDENT’S REMARKS:  Carol Marker responded that this is a viable concern, but she also hears from many residents that our services are remarkable considering what residents pay in assessments.

TREASURER’S REMARKS:  Owen Hill reported on financial figures and reserve status.  Elroy Wilke made a motion to accept the Treasurer’s Report, seconded by Jack Nowry.  At vote, all aye, motion carried.

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Todd Campbell made a motion to accept the Management Report, seconded by Jack Nowry.  Bob Marcus recapped the major issues  of the past month.

(The record reflects that Sam Dent was invited into the House of Delegates (HOD) meeting as he is a candidate for a three-year term as HUA Director.)

Paul Kelly requested that a good preventative maintenance program be executed to provide for the longevity and service of the fencing around the Golf Maintenance Compound.  He also asked that some figures be collected to document what costs will be for repairing snow-plow damage from the heavy storms suffered over the winter.  Carol Marker noted that the community landscape requests are signed off by our Landscape Department Head (as noted in the March Management Report).  The report will be amended.  Todd Campbell made a motion to accept the Management Report as amended, seconded by Jack Nowry; at vote 8 aye, 1 abstention, motion carried.  The Management Report follows these minutes in the HeatherRidge Happenings.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.   No report.

Audit Committee:  The HUA Board expects an audit quote from the corporate auditors as soon as tax season is over.  No further report, no vote required.

Finance Committee:  Owen Hill recapped the Finance Committee minutes.  Patrick Perry made a motion at the Finance Committee meeting to transfer two different balances of HUA accounts into funds that offer a higher interest rate than we are currently receiving.  It is further moved that the funds transferred will not exceed more than 10% of available monies and will not exceed a 7-month period of time.  Deb Garcia will have a report on recommended banks and programs at the April 2007 HUA Board meeting.  HUA Departments will be finalizing their 2008 projected budgets in the early June, 2007 timeframe.  Full budget discussions will begin in July 2007.  The golf course spillway engineering recommendation costs are considerable, and the work was not anticipated or budgeted for in the Six-Year Plan.  Golf Visions has asked if a temporary fix can be affected, allowing for several years to budget and save for the entire project, Elroy Wilke will report on that at the April, 2007 HUA Board meeting.  The Finance Committee will be reviewing our reserve accounts and how the reserves are established at the April 2007 meeting.  They will also review the legal and logistical requirements for taking advantage of financial interest markets by moving available funding expeditiously and legally.  The HUA is looking at firms that conduct Reserve Studies, Bob Marcus has requested information and it will be reviewed by the Finance Committee.  Todd Campbell made a motion to approve the Finance Committee Report, seconded by Jack Nowry.  At vote, 8 aye, 1 abstention, motion carried.

Golf and Tennis Committee:  Elroy Wilke noted the budgeted replacement of outdoor furniture for the Cabana Bar, the need and the responsibility for making such decisions was discussed.  There has been a safety and insurance issue of tennis players bringing in their own beverages, particularly in glass bottles, onto the courts.  This puts HUA at risk legally and with insurance, as well as the safety issue of glass on courts.

(The record notes that Sam Dent returned to the meeting and Carol Marker joined the HOD meeting.)

President Perry has had discussion with a resident who feels that a non-resident guest of a tennis-playing resident should not be charged court fees.  The fees paid by non-residents (since applied approximately three years ago) were anticipated to help offset resurfacing and maintenance expenses.  The rates instituted came from HUA Committee, the Golf/Tennis Committee has been asked to re-evaluate the charges and procedures and bring a recommendation to the HUA Board.  Jack Nowry made a motion to approve the Golf and Tennis Committee report, seconded by Paul Kelly.  At vote, 8 aye, one abstention, motion carried.

Landscape Committee:  No report.

Ponds Committee:   Landscape Department Chief is getting final figures for ponds that will have sediment removal done this year, ponds that have boundary issues have been rescheduled.  One pond will need a retaining wall, money is budgeted.  No vote required.

Recreational Activities Committee (RAC):  A RAC meeting was held on March 14, 2007.  Our Social Director Cathy Hawkins is concerned that our rates are very high on Sundays and through the weekdays, Saturday rental is appropriate.  The committee is reviewing the rate proposals and will resubmit new recommendations, particularly for luncheons or business meetings.  The Social Director is looking at advertising avenues in newspapers and on the internet.  Dolores Hill made a motion to set RAC meetings for every 2^nd Wednesday of the month, 5:30 pm at the CRF, all residents are invited (next meeting April 11, 2007).  Two major functions have been held in the past month, as well as a memorial service for long-time resident Betty Sellke.  Sam noted appreciation to Kathy Dernell for helping Cathy Hawkins during these functions at the CRF.  President Perry noted that the RAC had also stepped up and assisted in the transition to a new Social Director and with the special events.  Jack Nowry made a motion to accept the RAC Report, seconded by Owen Hill.  At vote, 8 aye, 1 abstention, motion carried.

Security Committee:  No report.  Bob Marcus will address the card reader system and printer in Old Business.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  The TLLCISI Committee met March 1, 2007.  The committee reviewed by-laws and also the proposed Summit Management Contract.  Owen Hill moved to accept the TLLCISI Report, seconded by Todd Campbell.  At vote, 8 aye, one abstention motion carried.

Welcoming Committee:  There was a Welcoming Committee meeting on March 13, 2007 and six new residents attended.  The next regular meeting will be April 10, 2007 at 7 pm at the CRF.  The list of new residents was available for the audience. 

OLD BUSINESS: 

Spillway Inspection.  HBIS came out and did an analysis, submitting a report for recommended work.  The full replacement of the spillway area is in the area of $70,000 and the Village of Gurnee will need to be involved.    Golf Visions had suggested a temporary fix, allowing time to save and budget for the total replacement of the spillway.  The Golf Committee will report on that option at the April 2007 HUA Board meeting.

Neighborhood Rec Center Card Reader System.  Bob Marcus discussed the concept of the badge reader system and badge-printer.  Each neighborhood recreation center will have a badge reader that allows for a resident to enter the building or pool area.  It is desirable to have the system active and operational for pool season this year.  The Zebra P330i printer (from the recommendation handouts) costs $2,905.  The “system” also requires a laptop printer and software for the Security Department to use at a cost of approximately $900.

(The record notes that Carol Marker returned to the meeting.)

It must be noted that the HUA would be absorbing the price of replacement badges for residents, the cost of  each is about $4.95.  Money has been allocated from each neighborhood rec center for the “card readers” to be installed at entry and pool doors.  Each of the three neighborhood committees will participate in a meeting with Bob Marcus for final acceptance and to sign off on the system and installation.  The first step is to issue a Purchase Order to obtain the badge printer and the laptop computer and software.  Todd Campbell made a motion to purchase the badge printer, laptop, and software at a price not to exceed $4,000; seconded by Sam Dent.  At vote, all aye, motion carried.  Funding for new badges will be considered further in the near future.

NEW BUSINESS:  

Presentation of new HUA Board Directors.  The HUA Board turned its attention to the appointments of newly elected Directors, and Jayne Jones was recognized as the Speaker of the House of Delegates.  She thanked the Speaker Pro-Tem, Secretary, Delegates and Alternates for attending the meeting.  Jayne introduced the three newly elected Directors, each will serve a three-year term:  Sam Dent, Rick Francisco, and Carol Marker.  Todd Campbell made a motion recognizing Jack Nowry for his years of service and diligence on the HUA Board, seconded by Sam Dent.  At vote, all aye, motion carried.

Election of HUA Officers.

President Perry read some information on officers from the HUA By-Laws. 

President:  Elroy Wilke nominated Patrick Perry as President, and Paul Kelly nominated Carol Marker.  At vote, Patrick Perry 4, Carol Marker 5, Carol Marker was elected President.  Patrick Perry was thanked for the years of service he has provided as President.

Vice President:  Paul Kelly nominated Todd Campbell as Vice President, and Elroy Wilke nominated Patrick Perry.  At vote, Todd Campbell 5, Patrick Perry 4, Todd Campbell was elected as Vice President.

Treasurer:  Todd Campbell nominated Owen Hill for Treasurer, no other candidates, nomination closed.  At vote all Aye, Owen Hill is Treasurer.

Secretary:  Elroy Wilke nominated Patrick Perry as Secretary, no other candidates, nomination closed.  At vote all Aye, Patrick Perry is Secretary.

An orientation meeting and Committee Chairmanship appointments will be held on Saturday, April 14, 2007 at the HUA Office at 10 am.

Paul Kelly asked that the Committee Charters be done and ready for the next HUA Board meeting and that the job descriptions be finalized and put on the agenda.

OPEN DISCUSSION FOR HOMEOWNERS:

Carol Servis of the StoneyBrook neighborhood feels that it is wrong to charge a resident’s guests or adult (non-resident) family members to play tennis with her.  She feels that even as a resident she pays for the league and lesson time on the courts.  She has been asked to bring the issue to the Golf and Tennis Committee.

Jim Petkus of the Covered Bridge Condo neighborhood asked about the Summit contract approval and further feels that Covered Bridge neighborhoods do not get the maintenance and landscape attention he feels they deserve.

Jim Campbell of the Cambridge neighborhood noted electrical and gas usage in common areas and recreation centers.  Would like to make sure our Maintenance Department is vigilant in assuring that HeatherRidge attains the highest possible energy savings possible.

Jim McDonough of the Hidden Hills neighborhood asked where the security deposit (required of all new buyers of HUA properties) is noted in the budget or financial records.  Director Perry asked that Bob Marcus research it.  The yearly-updated security deposit had not been implemented in the past and our TLLCISI and legal opinions in August 2005 required that we enforce the HUA Declarations and Covenants.  Articles printed in the August and September 2006 HeatherRidge Happenings have explained these security deposit requirements and detailed the assessment process and budgeting for residents.  Copies are available at the HUA office.

Speaker of the HOD Jayne Jones requested that the HUA Board meeting start at 7:30 pm (versus 7 pm) in March and September so that members of the HOD can attend both meetings.  Bob Marcus will put that on the next agenda.

Patrick Perry made a motion to adjourn the meeting, seconded by Todd Campbell.  All aye, motion carried.

Adjournment at 8:25 pm.                                                                                                    Next Meeting – Tuesday, March 27, 2007