HeatherRidge Umbrella Board Meeting Minutes July 2005

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

FEBRUARY 26, 2008 MINUTES: Todd Campbell made a motion to approve the February 26, 2008 minutes, seconded by Patrick Perry. At vote, all aye, motion carried.

PRESIDENT’S REMARKS: Carol Marker noted that at the end of this Board year, that the HUA Board Directors have performed diligently, respectfully, and courteously to all HeatherRidge business and issues. She particularly noted that Sam Dent has had a difficult year, yet continued to serve in a conscientious manner.

VICE PRESIDENT’S REMARKS: Todd Campbell endorsed Carol’s sentiments and noted that we have suffered the loss of a Director and some significant community concerns have been handled professionally. Todd further noted that our own Landscape, Maintenance, and Security staffs have worked above-and-beyond in each of the weather events we have suffered through this winter.

TREASURER’S REMARKS: Paul Kelly gave the Treasurer’s Report and detail. He noted the restructured Treasurer’s Report which offers the same information but breaks the financial data into the three distinct accounting groups of HUA, CRF, and neighborhood rec centers. He would like to use this format from here on and the Board had no objection. Patrick Perry made a motion, seconded by Sam Dent 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 summarized the written report. Bob noted that the keycard system is working and badges are being produced. After a benchmark of 100 +/- successful keycards, work will proceed to the other neighborhoods. There is no firm schedule yet, LaMarco is developing proposals for the equipment, communications, and maintenance. Asphalt costs are up an unanticipated 40% this year, we could not budget for such a steep increase and our paving plans and Six-Year Plan will need to be reviewed and possibly adjusted. Todd Campbell recommended that the Maintenance Department solicit paving bids as soon as possible (Bob Marcus to have figures ready to add as a Finance Committee agenda item as soon as Maintenance secures the bids). Patrick Perry made a motion to receive and accept the Management Report, seconded by Todd Campbell. 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.

Audit Committee: Bob Marcus reported the Audit Committee is soliciting bids from firms with background in association audits for the 2007 HeatherRidge Audit to be done in 2008. We have received one bid and three more (as well as the current audit firm) are expected to be distributed for action at the April HUA Board meeting.

Finance Committee: Paul Kelly gave the Financial Report and recapped the minutes of the March 20 meeting. There was discussion about the use of snow blowers and call back of laid-off seasonal employees. It is important that the homeowner associations that have tardy assessment contributions be notified and held responsible for the monies, Bob Marcus to pursue. Todd Campbell made a motion to receive and accept the Finance Committee Report, seconded by Gordon Lind. At vote, all aye, motion carried.

Golf and Tennis Committee: No meeting was held, but Rick Francisco reviewed the financial report and the progress the golf course is attempting to prepare (around storms) for a hopeful April 5 opening Spring Fling. Patrick Perry made a motion to receive and accept the report, seconded by Todd Campbell. At vote, all aye, motion carried.

Landscape Committee: No formal report. Carol Marker gave everyone a copy of the March 14, 2008 Tribune article about seasonal employee shortages for many occupations. It is much harder to get seasonal workers, we have tried other labor pools but they have proven unreliable and very short-term. HUA has always made sure that all hires fulfill the legal work requirements, state and federal. The rough winter has also set back the spring work at least a month, our full-time and newly hired seasonal workers may be working overtime to do the routine landscape work as well as repair of landscape, plants, and turf damage from winter storms. The tree replacement for the golf course and common areas will be coordinated through Rick Francisco as there is reserve money budgeted. No motion required, an April 9, 2008 Landscape Committee meeting scheduled.

Ponds Committee: No formal report. Bob Marcus reported that HUA owns ponds 17 and 19. According to Six-Year Plan, ponds 17 and 19 will be cleaned this year. Bob was asked to get a liability waiver for pond 17 (Chase Court) as a very small portion of the pond ownership is still being researched. That pond will also need some retaining work to repair and prevent future erosion.

Recreational Activities Committee (RAC): No formal report. Sam Dent extended his appreciation to Cathy Hawkins for the work she’s been doing with the CRF that his medical problems have prevented him from helping with. Todd Campbell also helped out with RAC during Sam’s absence. There will be an April RAC meeting.

Security Committee: No formal report.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): Gordon Lind stated that the revised purchasing policy and insurance will be discussed in Old Business. No other business to report.

Welcoming Committee: The regular meeting was held March 11, 2008 but no residents attended.

OLD BUSINESS:

Audit Firm Proposals for 2007 HUA Audit. One bid has been received, three more are expected. When proposals come in they will be distributed for action at the April HUA Board meeting.

Employee Health Insurance Bids. United Health Care has the most competitive pricing and employees have had favorable experience with United Health Care. Patrick Perry noted that employees also pick up a portion of the insurance premiums. Gordon Lind made a motion to accept the proposal from United Health Care in the amount of approximately $4,545 per month, effective April 1, 2008. Motion seconded by Rick Francisco, at vote all aye, motion carried.

Golf Visions Lease Decision. Patrick Perry made a motion to ratify the decision of the HUA Board from the February 26, 2008 Executive Session not to accept the proposal by Golf Visions to lease the golf course at this time. Seconded by Sam Dent, at vote all aye, motion carried.

Revised Purchasing Policy. Gordon Lind submitted updates and minor changes to the Purchasing Policy (approved October 2005 HUA Board meeting). The Formal Bid Procedure changes recommended in section 4 of Gordon’s memorandum are the most significant. HUA Department Heads will prepare Requisitions for Purchase (RFPs) for vendors and bids will be submitted to the Community Manager. A bid-opening and review will be held prior to the monthly HUA Board meeting and the Community manager will present the proposals and recommendations to the HUA Board. There are occasions when there are not multiple vendors for a project or product, the requirement to have three responsive bidders may be waived if necessary. Bob Marcus will work with our Department Heads to implement the new procedures. Paul Kelly made a motion to accept the revisions of March 18, 2008 and March 24, 2008 to the Purchasing Policy adopted at the October 2005 HUA Board meeting as noted, seconded by Patrick Perry. At vote, all aye, motion carried.

NEW BUSINESS:

Approval of Gator Vehicle for Maintenance Department. Todd Campbell made a motion to accept Town and Country Power, Inc. bid for a John Deere Gator XUV Utility Vehicle, not to exceed $7,568.29, and including the trade-in of the present Gator, seconded by Patrick Perry. At vote, all aye, motion carried.

Blood Drive Request to be held at HeatherRidge CRF. A resident and volunteer of the Heartland Blood Center requested holding a blood drive at the CRF. Bob Marcus checked with the corporate attorney to check liability and insurance issues. Heartland Blood Center must provide Certificate of Insurance liability waiver naming HeatherRidge. Heartland would be entirely responsible for donor volunteers and all logistical arrangements. Bob Marcus will make sure that Heartland is not-for-profit as we cannot host a money-making organization. Patrick Perry moved that Heartland Blood Center be allowed to use the CRF for a Blood Drive event providing they meet the insurance liability and not-for-profit considerations noted above, Todd Campbell seconded. At vote, all aye, motion carried.

Approval for Purchase of Blinds for the CRF. Todd Campbell moved that we accept the proposal from Budget Blinds for blinds at the CRF, not to exceed $1,129.92, seconded by Patrick Perry. At vote, all aye, motion carried.

Presentation of new HUA Board Directors. The HUA Board turned its attention to the appointments of newly elected Directors, and House of Delegates (HOD) Speaker Pro-Tem Jim McDonough presented the three HUA Directors voted by acclamation to serve the next three years. Patrick Perry and Jim Serviswill return to the HUA Board and Jim Petkus is the newest member. Jim Petkus had served as Speaker of the HOD, and Terry Potash has been voted in as the new Speaker by the HOD. Each Director was introduced and Jim McDonough thanked the Delegates and Alternates for their attendance and for fulfilling their HOD responsibilities this past year.

Patrick Perry made a motion to thank the HOD and the new Speaker for their time. Seconded by Paul Kelly, at vote all aye, motion carried.

Paul Kelly made a motion that the HUA Board of Directors be reseated as is, seconded by Patrick Perry. This means the Officers will remain seated in their present positions. Patrick Perry mentioned that HUA Officers know their jobs, HUA is financially solvent. He also stated the employees, Community Manager, and all Directors are working in a stable environment. At vote, all aye, motion carried.

Carol Marker recommended that the present committee chairmanships and membership be retained into the next business year. Directors may contact her if they prefer a change. She will work with Jim Petkus on orientation.

OPEN DISCUSSION FOR HOMEOWNERS:

Elaine Stein of the Covered Bridge Condo neighborhood asked the Board decision on the golf lease issue. She was advised it was not accepted at this time.

Terry Potash of the StoneyBrook neighborhood noted that several arbor vitae had come down during the winter and he wondered if they would be replaced. Carol Marker explained the procedures for both StoneyBrook private property and also for common property. Mr. Potash can work with the HUA office and the Landscape Department for further information. It was noted that StoneyBrook residents can also purchase plants that will be planted by the Landscape Department. The HeatherRidge tree program is also an option.

Ann Richter of the Hidden Hills Townhome neighborhood asked if the revised plans for the keycard systems will be more costly. Bob Marcus clarified that there is newer equipment at current pricing. Each of the rec centers will have an updated evaluation of doors, gates, and plans for installation. A communication/phone line may have to be installed as that was the largest obstacle for the SBCRC.

Irene Hastings of the Covered Bridge Townhome neighborhood asked the order the rec centers would be done. She is concerned about the replacement fencing that is scheduled in Covered Bridge this year. Bob Marcus will review with the Maintenance Department Head.

Elaine Stein of the Covered Bridge Condo neighborhood asked the outcome of pond ownership. Bob Marcus explained the legal ownership and responsibilities we will have as they have been deeded to HeatherRidge.

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

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