HeatherRidge Umbrella Board Meeting Minutes July 2005

President Todd Campbell called the meeting to order at 7:10 pm. Present: Todd Campbell, Sam Dent, Owen Hill, Terry Potash, and Carole Stern. Absent: Paul Kelly, Linda Kirby, Jim Petkus and Jim Servis.

FEBRUARY 22, 2011 MINUTES: Terry Potash made a motion to accept and approve the February 22, 2011 minutes, seconded by Carole Stern. At vote, all aye, motion carried.

PRESIDENT’S REMARKS: Todd Campbell thanked Owen Hill and his General Election Oversight Committee (GEOC) for the work they did researching and preparing for the annual and regular meetings and the elections under the new legislation by the State of Illinois. He also recognized Al Villasenor for his work in the advice, planning and execution of the meetings, proxies, and election. An Executive Session will follow the regular meeting.

VICE-PRESIDENT’S REMARKS: Owen Hill noted that this was the first time HUA elected Board members in a general election with quorums, proxies, and new legislation. It has been a rough start, but will be streamlined for next year.

Treasurer's Report for February 28, 2011
UMBRELLA CASH POSITION	Operating 1/31/10	Operating 2/28/11	Net Change Operations	Reserves 1/31/2011	Reserves 2/28/2011	Net Change Reserves
	$130,382.97	$84,398.95	($45,984.02)	$567,270.20	$554,520.05	($12,750.15)

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$125,275.39	$125,079.59	$195.80	$250,547.30	$250,159.18	$388.12
Landscape	$64,695.13	$55,729.31	($8,965.82)	$88,330.22	$101,783.62	$13,453.40
Security	$22,666.65	$21,553.90	($1,112.75)	$35,560.38	$43,107.80	$7,547.42
Administration	$17,905.36	$19,732.10	$1,826.74	$31,274.45	$38,641.02	$7,366.57
Maintenance	$31,613.74	$28,595.01	($3,018.73)	$50,553.68	$56,017.80	$5,464.12
Total Expenses	$136,880.88	$125,610.32	($11,270.56)	$205,718.73	$239,550.24	$33,831.51
INCOME (LOSS)	($11,605.49)	($530.73)	($11,074.76)	$44,828.57	$10,608.94	$34,219.63

CRF CASH POSITION	Operating 1/31/10	Operating 2/28/11	Net Change Operations	Reserves 1/31/2011	Reserves 2/28/2011	Net Change Reserves
CRF	$5,017.02	$3,145.70	($1,871.32)	$77,509.72	$69,428.01	($8,081.71)
CRF-Clubhouse	$8,812.32	$8,342.53	($469.79)	$0.00	$0.00	$0.00
Golf	$17,085.53	$26,506.37	$9,420.84	$69,661.02	$59,666.66	($9,994.36)
TOTALS	$30,914.87	$37,994.60	$7,079.73	$147,170.74	$129,094.67	($18,076.07)

CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,353.20	$12,125.67	($772.47)	$23,005.78	$24,251.34	($1,245.56)
EXPENSES	$15,167.12	$15,360.29	$193.17	$27,370.80	$27,595.58	$224.78
INCOME (LOSS)	($3,813.92)	($3,234.62)	($579.30)	($4,365.02)	($3,344.24)	($1,020.78)

CBRC CASH POSITION	Operating 1/31/10	Operating 2/28/11	Net Change Operations	Reserves 1/31/2011	Reserves 2/28/2011	Net Change Reserves
	$10,253.11	$8,802.74	($1,450.37)	$47,179.44	$43,914.93	($3,264.51)
CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,611.15	$2,569.68	$41.47	$5,193.04	$5,139.36	$53.68
EXPENSES	$2,105.73	$2,979.04	$873.31	$4,248.32	$5,721.83	$1,473.51
INCOME (LOSS)	$505.42	($409.36)	$914.78	$944.72	($582.47)	$1,527.19

HHRC CASH POSITION	Operating 1/31/10	Operating 2/28/11	Net Change Operations	Reserves 1/31/2011	Reserves 2/28/2011	Net Change Reserves
	$21,379.79	$12,106.80	($9,272.99)	$52,598.58	$54,519.98	$1,921.40
HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$4,368.44	$4,542.83	($174.39)	$8,784.28	$8,960.66	($176.38)
EXPENSES	$2,661.74	$4,548.29	$1,886.55	$4,514.80	$8,296.58	$3,781.78
INCOME (LOSS)	$1,706.70	($5.46)	$1,712.16	$4,269.48	$664.08	$3,605.40

SBCRC CASH POSITION	Operating 1/31/10	Operating 2/28/11	Net Change Operations	Reserves 1/31/2011	Reserves 2/28/2011	Net Change Reserves
	$15,771.31	$14,083.39	($1,687.92)	$48,360.24	$49,564.89	$1,204.65
SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,010.22	$2,049.48	($39.26)	$4,036.92	$4,098.96	($62.04)
EXPENSES	$1,226.35	$1,854.00	$627.65	$2,273.61	$3,483.00	$1,209.39
INCOME (LOSS)	$783.87	$195.48	$588.39	$1,763.31	$615.96	$1,147.35

MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. Bob Marcus filled in for Al Villasenor. There are quorums established for membership and proxies for the meetings and election. Most items in the report will be fully covered during the meeting and included the revision of the HUA Resident Rules and Regulations, new fitness equipment for the CBRC, Retirement Plan representative change, and the HUA office IT capital plan. The Community Manager is working with the Maintenance and Landscape Departments on retaining wall and drainage issues, as well as their work plans and project scheduling. Unfortunately the input from residential management associations for recycling interest and coordination were not positive responses and the initiative cannot be pursued. Owen Hill made a motion to approve the Management Report, seconded by Sam Dent. 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: Packets included the financial reports and meeting minutes. Sam Dent made a motion to accept the Finance Committee Report, seconded by Carole Stern. At vote, all aye, motion carried.

General Election Oversight Committee (GEOC): The committee planned for the election notifications and procedures since the new Illinois legislation was passed in 2010. The planning and execution will be refined and documented after having experienced our first election under the new laws. Terry Potash made a motion to accept the GEOC Report, seconded by Sam Dent. At vote, all aye, motion carried.

Golf and Tennis Committee: There has been discussion about allowing chairs to be placed on the tennis courts to accommodate players, the official rules prohibit chairs (they could dig in to the tennis court surface). There are seating options that could use benches outside the courts, but more research needs to be done with the Golf and Tennis Committee. The golf financials and report were included in the packet. The week of March 10^th had mild weather and golfers were allowed to play (without carts at first). The colder weather has slowed the participation, but the golf course is officially opened. Two pieces of equipment for use on the golf course will be discussed in new business. Carole Stern made a motion to approve the Golf and Tennis Committee Report and the Golf Visions Financial Reports, seconded by Terry Potash. At vote, all aye, motion carried.

Landscape Committee: No formal report or motion required.

Ponds Committee: No formal report or motion required.

Recreational Activities Committee (RAC): A RAC committee meeting was held March 23, 2011. Carole Stern recapped the minutes and enclosures that were included in Board packets. The awning must be replaced and three bids were received (new business). The Marketing Plan was provided as requested by the Finance Committee. Sam Dent made a motion to approve the RAC Report, seconded by Owen Hill. At vote, all aye, motion carried.

Security Committee: No formal report or motion required.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): Two meetings were held in March and the minutes distributed to the HUA Board. The final draft of the HUA Resident Rules and Regulations has been completed and submitted to the HUA Board for approval (New Business). Sam Dent made a motion to approve the TLLCISI Committee Report, seconded by Terry Potash. At vote, all aye, motion carried.

Welcoming Committee: Two new residents attended the March Welcoming Committee meeting. The next regular meeting will be Tuesday, April 12, 2011.

OLD BUSINESS:

ATM Machine Acceptance at the CRF (enclosure). The TLLCISI Committee recommends that an ATM machine be installed at the CRF. Al Villasenor has researched the insurance and liability coverage and HUA is fully covered by existing insurance, with no additional cost. Fifty cents will be realized from each transaction for CRF revenue. Sam Dent made a motion to accept the proposal (for no more than three years and an “out-clause”) to install an ATM machine in the CRF entrance area, seconded by Carole Stern. At vote, all aye, motion carried. Al Villasenor will pursue the contract.

NEW BUSINESS:

Approval of the HUA Resident Rules and Regulations Document (revised March 2011) (enclosure). Owen Hill presented a motion for the HUA Board to accept the final revision and finalization of the HUA Resident Rules and Regulations document, seconded by Terry Potash. It is noted that the 2011 version will supersede all former documents. At vote, all aye, motion carried. The final draft document will be available for residents to review for 30 days (until April 28, 2011) before final acceptance.

Purchase Information for Box Blade Attachment for Kubota Tractor (enclosure). The box-blade attachment for the Kubota tractor has been budgeted for. Quotes were provided and the Golf Committee recommends purchasing the 15 Series Box Scraper-Fixed Bar (72”) unit from Burris Equipment in the amount of $1,198 (plus tax). Carole Stern made a motion to purchase the box-blade attachment at the cost of $1,198 (plus tax) from Burris Equipment, seconded by Terry Potash. At vote, all aye, motion carried.

Purchase Information for AR250 (2004 used) Mower (enclosure). New mowers generally run between $22,000 and $46,000. Golf Visions had an opportunity to purchase a used unit that needs repair, but that the vendor will pay for the repair and parts. Golf Visions was able to repair the unit, was reimbursed for the expense, and the mower is available for our purchase for $6,000. Owen Hill made a motion to purchase the Ravisloe CC AR 250 mower (2004) at the price of $6,000 (budgeted for replacement in 2011), seconded by Carole Stern. At vote, all aye, motion carried.

Awning Replacement for CRF. The CRF has provided three proposals for replacing the awning for the patio and CRF area. United Canvas and Awning of Antioch has the best price and good previous experience. Sam Dent made a motion to accept the United Canvas and Awning proposal for the awning cover (infrastructure does not need replacement) at the price of $2,950, to include a 5-year manufacturer’s warranty. Seconded by Terry Potash and at vote, all aye, motion carried. It is requested that the RAC build replacement and upkeep costs into the Annual Budget and Six-Year Plan.

Election of Officers:

President: Sam Dent nominated Todd Campbell as President for HUA Board. At vote, all aye, motion carried.

Vice President: Sam Dent nominated Owen Hill as Vice President for HUA Board. At vote, all aye, motion carried.

Treasurer: Sam Dent nominated Paul Kelly as Treasurer for HUA Board. At vote, all aye, motion carried.

Secretary: Todd Campbell nominated Sam Dent as Secretary for HUA Board. At vote, all aye, motion carried.

President Todd Campbell will appoint Committee Chairpersons.

An Executive Session will be held at the conclusion of the regular HUA Board meeting.

President Todd Campbell thanked retiring Board members Jim Petkus and Jim Servis for their years of work and dedicated service for the HUA community and Board.

OPEN DISCUSSION FOR HOMEOWNERS:

Linda Nixon, Hidden Hills Townhome resident, attempted to abide by the HUA Resident Rules and Regulations in applying for an HHRC reservation and discovered that another resident had already reserved the rec center without abiding by the eight-week period cited. The HUA Board allowed a motion by Sam Dent, seconded by Carole Stern, to allow Linda Nixon to reserve the StoneyBrook/Cambridge recreation center as a remedy for the non-compliance to rules by another party. At vote, all aye, motion carried. Todd Campbell will discuss with Al Villasenor and ask him to prepare a report to the HUA Board on how this occurred and work with Security to make sure it does not happen again.

Jackie Larson of the StoneyBrook neighborhood asked for clarification on the application of the recreation center security deposit (it is two weeks to allow check to clear). She asked if there could be some flexibility to allow for a party to be scheduled at the “last minute” if another reservation was not in place. Todd Campbell will ask Al Villasenor to consider the issue.

Linda Gregorin, Hidden Hills Condo neighborhood, noted that she had sponsored a party (August 2010) and arrived to open the recreation center with the liquor liability fee in hand, but was not allowed to have liquor at the party. She did not feel it was explained to her when she reserved the party that it must be done at least two weeks prior to the event. The Security Deposit reservations forms document the two week application timeframe, as well as the HUA Resident Rules and Regulations. The resident must sign and agree to the conditions. HUA is sorry for her misunderstanding.

Elaine Stein of the Covered Bridge Condo neighborhood asked if the final revision of the HUA Resident Rules and Regulations could be put in the HeatherRidge Happenings Newsletter. The document is over 20 pages long and the printing costs would not be covered by budget/advertising revenue. The document can be picked up and reviewed at the HUA office until April 29, 2011 for residents.

Jo Alberti, Hidden Hills Townhome resident asked about the responsibility for removing critters from attic spaces and repairing the area that allowed them entrance. Todd Campbell noted that HUA has no jurisdiction or responsibility for the individual homeowner units and that she should contact Lieberman Management.

Jackie Larson, StoneyBrook neighborhood asked that the yew bushes and shrubs at the garden area (northeast corner) of Williams and Dunham be trimmed back. Drivers cannot see to the east for traffic as the bushes are so overgrown. Jackie is asked to call the HUA office to put in a work order.

Gail Gudgeon, of the Hidden Hills Townhome neighborhood asked how long the pond collection bag would be in place after the ponds were cleaned. The bag needs to fully drain and then be emptied, usually within a year.

Owen Hill made a motion to adjourn the meeting, seconded by Carole Stern. At vote, all aye, motion carried.

Adjournment at 8:10 pm. Next Meeting – Tuesday, April 26, 2011

__________________________________ ___________________________________
Sam Dent – HUA Board Secretary Cathy McGrath – Recording Secretary