BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), March 24, 2009

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

FEBRUARY 24, 2009 MINUTES:  Todd Campbell made a motion to approve the February 24, 2009 minutes with one correction to the ‘Snow Removal’ discussion in New Business.  Seconded by Sam Dent and at vote, 7 Aye, 1 abstention (the Director was absent from that meeting), motion carried.

PRESIDENT’S REMARKS:  Carol Marker  asked that Gordon Lind be recognized for his three years of service and for the time and effort he has spent on the HUA Board and the TLLCISI and Security Committees.

VICE-PRESIDENT’S REMARKS:  Todd Campbell reiterated appreciation for the Board service of Gordon Lind.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Paul also thanked Gordon Lind for the support he has offered the Finance and other HUA Committees.  Sam Dent made a motion, seconded by Todd Campbell, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

Treasurer's Report for February 28, 2009
UMBRELLA CASH POSITION	Totals 1/31/09	Operating 2/28/09	Reserves 2/28/09	Totals 2/28/2009	Change from Prev. Month
	$454,083.81	$43,843.59	$402,830.60	$446,674.19	($7,409.62)
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,407.47	$123,663.59	($256.12)	$246,774.80	$247,327.18	($552.38)
Landscape	$29,455.00	$37,898.27	$8,443.27	$70,533.35	$78,621.54	$8,088.19
Security	$20,221.85	$21,592.62	$1,370.77	$41,521.34	$43,185.24	$1,663.90
Administration	$17,611.50	$18,760.61	$1,149.11	$33,895.31	$37,009.29	$3,113.98
Maintenance	$32,540.38	$29,466.96	($3,073.42)	$58,201.97	$58,871.42	$669.45
Total Expenses	$99,828.73	$107,718.46	$7,889.73	$204,151.97	$217,687.49	$13,535.52
INCOME (LOSS)	$23,578.74	$15,945.13	$7,633.61	$42,622.83	$29,639.69	$12,983.14
CRF CASH POSITION	Totals 1/31/09	Operating 2/28/09	Reserves 2/28/09	Totals 2/28/2009	Change from Prev. Month
CRF	$24,491.39	$6,930.30	$18,574.72	$25,505.02	$1,013.63
CRF-Clubhouse	$15,521.78	$19,317.41	$0.00	$19,317.41	$3,795.63
Golf	$20,458.28	$35,979.57	$6,781.37	$42,760.94	$22,302.66
TOTALS	$60,471.45	$62,227.28	$25,356.09	$87,583.37	$27,111.92
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,460.43	$12,402.99	($942.56)	$22,391.40	$24,805.98	($2,414.58)
EXPENSES	$12,818.24	$14,214.56	$1,396.32	$24,608.34	$25,504.12	$895.78
INCOME (LOSS)	($1,357.81)	($1,811.57)	$453.76	($2,216.94)	($698.14)	($1,518.80)
CBRC CASH POSITION	Totals 1/31/09	Operating 2/28/09	Reserves 2/28/09	Totals 2/28/2009	Change from Prev. Month
	$58,622.24	$16,803.26	$42,708.58	$59,511.84	$889.60
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,629.98	$2,569.68	$60.30	$5,262.40	$5,139.36	$123.04
EXPENSES	$3,724.64	$2,883.70	($840.94)	$7,944.38	$5,531.15	($2,413.23)
INCOME (LOSS)	($1,094.66)	($314.02)	($780.64)	($2,681.98)	($391.79)	($2,290.19)
HHRC CASH POSITION	Totals 1/31/09	Operating 2/28/09	Reserves 2/28/09	Totals 2/28/2009	Change from Prev. Month
	$35,465.18	$5,713.56	$32,219.86	$37,933.42	$2,468.24
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,797.11	$4,055.33	($258.22)	$7,599.14	$7,855.66	($256.52)
EXPENSES	$3,087.64	$3,590.39	$502.75	$5,734.32	$6,534.53	$800.21
INCOME (LOSS)	$709.47	$464.94	$244.53	$1,864.82	$1,321.13	$543.69
SBCRC CASH POSITION	Totals 1/31/09	Operating 2/28/09	Reserves 2/28/09	Totals 2/28/2009	Change from Prev. Month
	$42,732.12	$15,277.52	$24,100.08	$39,377.60	($3,354.52)
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,930.35	$1,919.22	$11.13	$3,874.30	$3,838.44	$35.86
EXPENSES	$1,440.48	$1,640.00	$199.52	$2,713.58	$2,980.00	$266.42
INCOME (LOSS)	$489.87	$279.22	$210.65	$1,160.72	$858.44	$302.28

 

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus noted that the meeting of the Residential Presidents was a successful forum that should be offered regularly in the future.  The wiring and system installation for the new keycard system has been completed at the Hidden Hills and Covered Bridge recreation centers and pools.  The keycard production for the CBRC neighborhood will begin the week of March 31, with the HHRC neighborhoods following in the late April, May timeframes before pools open.  Jim Petkus would like the Department Heads and staff in Landscape and Maintenance commended for their attendance at classes and the high achievement on testing they received this spring in their respective areas of expertise.  HUA is fortunate to have these dedicated and loyal employees.  Jim Petkus made a motion to receive and accept the Management Report, seconded by Sam Dent.  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.  Carol Marker noted that the Maintenance and Landscape Departments did a terrific job of ordering and using salt through the winter season.  They were able to reduce usage reasonably and Maintenance also fabricated dry storage for the left-over salt that can be used as needed.  This is another example of exceptional management by our Department Heads and staff.  

Audit Committee:   The Audit information will be covered in the Finance Committee report.

Finance Committee:  Paul Kelly presented his Financial Report from the March 19, 2009 meeting.  The Committee reviewed budgets, delinquency reports, and will set up a meeting with Golf Visions (GV) to finalize the funds transfer process.  Bob Marcus will pursue HUA and GV tax breaks for off-road usage of HUA and GV vehicles.     

Golf and Tennis Committee:   A March meeting was held.  The weather has permitted the course to be open the past few weekends.  Dirk Skelley has developed the 2008 Review, leagues are being set up.  The sale of season passes is down slightly.  Spring Fling (April 4^th) is sold out.  Paul Kelly made a motion to approve the Golf Committee Report and the GV Financial Reports, seconded by Sam Dent.  At vote, all aye, motion carried.

Landscape Committee:  No formal report or motion required.

Ponds Committee:  No formal report or motion required.   Carol Marker noted that Jason Shamrock has researched the options for the retaining wall for the Chase Court pond.  Using boulders, as are commonly used throughout HUA (rather than concrete block), may be a very good option at very reasonable prices. 

Recreational Activities Committee (RAC):  No formal report or motion required.

Security Committee:  No formal report or motion required. 

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  No formal report or motion required.

Welcoming Committee:  The March 10, 2009 meeting welcomed five new residents.  The next regular meeting will be held April 14, 2009.

OLD BUSINESS: 

Audit Committee presentation of meeting minutes and the final 2007 Audit Report.  The meeting minutes from the November 2008 should become a permanent part of the HUA record (placed in April 2009 HUA Board packets).  The 2007 Audit Report will be placed on the HUA Board agenda for April 2009. 

Discussion on the Chase Court Retaining Wall per the Six-Year Plan.  CK Brick & Stone submitted a bid for a boulder wall for the Chase Court pond.  President Marker asked that two more quotes be requested and that the project be put on the agenda for the April 28, 2009 HUA Board meeting.

NEW BUSINESS:

Security Department Squad Car Specifications and Bid Proposals.  Raymond Chevrolet was the responsive vendor meeting the security/police specifications for the security vehicle.  The negotiated price meets the amount budgeted, there will be trade-in value, rebates, and incentives credited.  Todd Campbell moved that we accept the bid proposal from Raymond Chevrolet at the negotiated price of $20,000, seconded by Jim Servis.  At vote, all aye, motion carried.

Contract for Broadleaf Weed/Spray Contract.  Three bids were submitted and there was discussion of the specifications and bids among the different vendors.  Paul Kelly made a motion to accept the proposal by TruGreen ChemLawn for a 3-Year Total and Final Cost of $40,140.38, which includes the prepay discount of 7.5%.  Seconded by Sam Dent, at vote, 5 aye, 3 nay, motion carried.

Landscape Department 48” Mower Bid Proposal.  Each year the oldest mower is retired and a new 48” mower is budgeted for.  This year’s mower actually came in under budget.  Paul Kelly made a motion that we accept the Grower Equipment & Supply bid of $3,577.01 for the 48” Kawisaki 16 hp mower, seconded by Todd Campbell.  At vote, all aye, motion carried.

Covered Bridge Recreation Center (CBRC) Pool Cement Pad Repair Approval.  Received a proposal from Rick’s Maintenance Services for $5,300 to break up, remove, and replace the concrete that cracked and heaved over the severe winter weather at the CBRC.  There was discussion of using epoxy at joints.  The CBRC Neighborhood Committee has asked that the item be tabled for the April 2009 meeting when they will present additional recommendations on the cement pad repair and also for the condensation problems the CBRC is experiencing.

StoneyBrook/Cambridge Recreation Center (SBCRC) Patio Furniture Approval.  The SBCRC Neighborhood Committee did the research and bidding for replacement chaise lounges and chairs, the recommended vendor (Zenon Company) has provided equipment before.  Paul Kelly made a motion to authorize the purchase of 15 chaise lounges and 5 stack chairs for the SBCRC at a total cost of $4,166.  Seconded by Sam Dent, 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 Terry Potash presented the three HUA Directors voted by acclimation to serve the next three years.  Todd Campbell and Paul Kelly will return to the HUA Board and Owen Hill is the newest member.  Linda Kirby was elected to fill the two-year position.  Each Director was introduced and Terry Potash thanked the Delegates and Alternates for their attendance and for fulfilling their HOD responsibilities this past year.  Gordon Lind was once again recognized for his years of HUA Board service.

Election of HUA Officers.

President:  Sam Dent nominated Carol Marker for President.  Paul Kelly nominated Todd Campbell for President.  At vote, Todd Campbell was elected with 5 of 9 votes.  Paul Kelly asked that the HUA Board thank Carol Marker for the two years of service, leadership, and dedication she has provided as President of HUA.

Vice-President:  Sam Dent nominated Carol Marker as Vice President.  At vote, all aye, motion carried.  Todd Campbell was commended for the two years of service he has provided as Vice President of HUA.

Secretary:  Paul Kelly nominated Sam Dent as Secretary.  At vote, all aye, motion carried.

Treasurer:  Jim Petkus nominated Paul Kelly as Treasurer.  Rick Francisco nominated Owen Hill, but he declined the nomination at this time.  At vote, 8 aye, 1 nay, motion carried.

An orientation meeting will be scheduled by Todd Campbell and Bob Marcus in the near future.  President Campbell will make Committee Chairmanship appointments at that time.  It is noted that new officers will need to sign the new signature cards required by our banking facilities.

The paving bids that have been received from four vendors will be referred to the TLLCISI and Finance Committees for review and recommendations.  The possibility of taking a loan and accomplishing all the prioritized paving this year will be considered. 

OPEN DISCUSSION FOR HOMEOWNERS:

Mary (Katie) Rinehart, StoneyBrook, presented pictures, documents, and maps of the drainage problems that have been serious in her neighborhood for the past few years, particularly with her property and the driveway of her neighbor.  She has consulted with the Village of Gurnee and had a waterflow map from 1978 for consideration.  She has also spoken with Bob Marcus as Community Manager and Carol Marker as President of HUA.  Carol Marker noted that HUA had been investigating the problems, it appears that the original driveways on that and neighboring courts have been sinking, just as the ground in the area has been sinking as a natural part of topography.  Replacing driveways so that they are elevated slightly over the ground level could possibly alleviate the problems.  Ms. Rinehart asked that Bob Marcus read a letter from the Village of Gurnee and that it be entered into the record.  Bob Marcus has spoken with StoneyBrook representatives and will be seeking professional engineering opinions.  The HUA Board has requested that he also work with the Village of Gurnee engineers and they have volunteered to help give guidance.

Terry Potash of the StoneyBrook/Cambridge neighborhood has found a company that can repair the straps on pool and deck furniture.  It could be a good idea for the neighborhoods to work together (perhaps over the winter season) to assemble all furniture that needs repair, the company could then do a batch repair much more reasonably than purchasing new furniture.  He also asked that the lights along the Gages Lake walkway (particularly near Dixon Court) be checked as many seem to be out and the path is very dark in those areas.

Jim Simmen of the Cambridge neighborhood noted that there are security issues that need to be resolved.  He also noted that there are homeowners that are delinquent in their assessments that should have their pool and recreation center privileges revoked until accounts are brought up-to-date.  He asked Bob Marcus and Todd Campbell to work with Security to resolve the issues of following published rules, and the management of privileges now that keycards can be de-activated.  It is noted that neighborhood residents must also follow rules.

Cris Mekuly of the Hidden Hills neighborhood asked if the no-smoking signs would be put up soon.  Yes. 

Carter Mitchell of the Covered Bridge neighborhood noted that taking a loan to complete all the prioritized paving projects might be a good move in these economic times, considering interest rates and current lower prices.

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

Adjournment at 8:25 pm.                                                                                     Next Meeting – Tuesday, April 24, 2009