BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), May 22, 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 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 Elroy Wilke joined the Board later in the meeting.

APRIL 24, 2007 MINUTES:  Note the correction of the Treasurer’s Report date to March 31, 2007 (was mistakenly printed as February 28, 2007).  Patrick Perry made a motion to approve the corrected April 24, 2007 minutes, seconded by Sam Dent.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Carol Marker welcomed Jim Servis as the new HUA Board Director.  He was elected at the House of Delegates meeting held just prior to the regular HUA Board meeting.

VICE PRESIDENT’S REMARKS:  Todd Campbell had no remarks.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report.  The Treasurer’s Report was previously distributed to the HUA Board and was available to the audience.  Patrick Perry asked that Bob Marcus research the variances of accounts 07122 (Landscape Scavenger Service) and 08173 (Maintenance Lighting Supplies).  Carol Marker noted that the Board should study the budget and reserve levels prior to the budgeting efforts of August, as some accounts may have to be realigned due to considerable increases in paving and project costs.  Todd Campbell made a motion to approve the Treasurer’s Report, seconded by Patrick Perry.  At vote, all aye, motion carried.

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Patrick Perry made a motion to accept the Management Report, seconded by Gordon Lind.  At vote, all aye, motion carried.  The Management Report follows these minutes in the HeatherRidge Happenings.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.     Written report was submitted to the HUA Directors.  Summit Management was asked to present a copy of the report to each of the committee chairs to consider for budgeting purposes and possible changes to the Six-Year Plan.  Paving projects, filling potholes, and using a “Pacer Evaluation” process for projecting paving and road repairs were discussed.  Patrick Perry made a motion to accept the Architecture and Maintenance Committee Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Audit Committee:  Auditors will be working at the HUA office the week of May 29.  The price for the audit and tax processing is stable at $13,500.  No motion required.

Finance Committee:  Skyrocketing prices for petroleum have made the planned street paving projects planned for 2007 impossible to complete in one season.  The Taylor Drive and condo areas will be completed and the Farwell Drive paving will have to be postponed.  An additional bid is expected by Maintenance.  Budgeting meetings are scheduled for July 23 and 30 (4:30 pm at HUA office) and the Six-Year Plan meetings will be held August 13, 20, and 27.  Bob Marcus is tasked to get information on firms that will assist the residential associations in attempting to obtain real estate tax reductions.  The firms are paid on a percentage of any successful reduction rather than by straight fee.  Todd Campbell made a motion to accept the Finance Committee Report, seconded by Patrick Perry.  At vote, all aye, motion carried.

Golf and Tennis Committee:  Rick Francisco reported on a meeting held May 8, 2007.  Tennis and golf leagues  (22 golf leagues are signed up for summer play) and lessons have commenced, he recapped golf operations.  The Golf and Tennis Committee is investigating having an Automatic External Defibrillator (AED), it will be introduced in new business.  The committee will report back to the HUA Board on the usage and procedures of residents and league tennis play on the upper and lower courts and also will find information on tennis special events, scheduling, and revenues returned to HUA.  Paul Kelly made a motion to approve the Golf and Tennis Report, seconded by Todd Campbell.  At vote, all aye, motion carried.

Landscape Committee:  The Landscape Committee met Monday, May 7, 2007 at 4:30 at the HUA Office.  We are experiencing severe manpower shortages of seasonal workers.  We have attempted temporary service workers and day workers, but the workers have not stayed and the overhead is considerable.  Our staff has worked extra hours and Saturdays to meet at least the minimal mowing and tree/shrubbery tasks, but the labor shortfall is critical and will continue in the future.  This serious issue will be addressed at budget time, pay rates and incentives must be incorporated.  Ms. Marker stated that in her opinion, outsourcing is even more expensive than increased payroll and is not as stable or productive as in-house staffing.  Carol Marker would like to hold an open informational forum for residents on a Sunday in July 2007.  Residents would be welcome to voice concerns; to learn of the significant labor (Homeland Security and Immigration) constrictions; consider pay rates and probable changes to assessments; and to see the plans that HUA has to restore the storm-damaged landscaping.  Date and time will be announced in the HeatherRidge Happenings.  It is crucial that a plan of replacement and maintenance of the aging trees, bushes, and shrubbery throughout our mature community be developed and worked into the Six-Year Plan.  Patrick Perry made a motion to accept the Landscape Committee Report, seconded by Gordon Lind.  At vote, all aye, motion carried.  Next Landscape Committee meeting will be Wednesday, June 13, 2007 at the HUA office, 10:30 am.

Ponds Committee:  No formal report.  Pond cleaning will be starting in the Covered Bridge area in June.

Recreational Activities Committee (RAC):   No formal report.  The committee is reviewing comparative rental prices throughout the county.  We get calls of interest, but have not had commitment bookings.  The RAC will request that the Finance Committee review the information and recommendations.

Elroy Wilke joined the HUA Board meeting. 

Security Committee:  No formal report.  Carol Marker noted the timelines for installing the keycard system and printer, training on the system, and implementation of new keycards.  Bob Marcus will be asked to provide more information on the numbers and locations of lock devices at each of the pools when he returns from vacation.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  The TLLCISI Committee met May 3, 2007.  Gordon Lind will become the TLLCISI Chairman.  The HUA Resident Rules and Regulations have been reviewed again, and a semi-final text version will be available to residents on June 18, 2007 for the 30-day review process.  It is expected that the revised HUA Resident Rules and Regulations will be approved at the July 26, 2007 HUA Board meeting and final printing and distribution arranged for.  The Code of Ethics will be placed on the agenda for June 2007.

Welcoming Committee:  There was a Welcoming Committee meeting on May 9, 2007 and eight new residents attended.  The next regular meeting will be June 12, 2007 at 7 pm at the CRF.  The list of new residents was available for the audience.

OLD BUSINESS: 

Re-consider the Maintenance Yard block proposal, discussed in April 2007 and originally in August, 2006.  As a recap, the west lot did not require repaving in 2006 and some of the funds could be redirected to reconfiguring the lots and providing maintenance/landscape storage material bins (save material and reduce waste) in the work yard.  Mr. Kelly and Mr. Perry stated that the bins should result in labor savings.  The original bid received for five bins was not correct and unqualified, it was not acted on in 2006.  Todd Campbell moved to acquire three storage bins and yard reconfiguration, not to exceed $4,300, seconded by Paul Kelly.  At vote, all aye, motion carried.

Spillway report.  The HBIS engineering report to Bob Marcus was read.  The spillway condition is not a safety threat but it should not be used for golfer or golf cart passage.  The interim plan of temporary rods (cost of $2,000 each for approximately 10 rods) would be expensive, would be completely lost in rebuilding, and the Community Manager does not recommend it.  The Golf and Tennis Committee is asked to determine an appropriate fence and signage to close the passageway off.

NEW BUSINESS:

Paving bids.  Two bids received this week were passed out before the meeting and another is expected the week of May 29, 2007.  As previously discussed, after July 1, 2007, costs will be raised considerably due to petroleum and product prices, our paving bid needs to be locked in before that date to realize existing pricing.  Because of this time constriction, the HUA Board must act before the June 26, 2007 meeting.  Paul Kelly made a motion to accept the paving bid from DuBois (provided no subsequent bids come in lower), with the appropriate square footage and per-foot cost, not to exceed $2.45 per square foot for approximately 48,250 square feet.  The area to be paved will be Taylor Drive (from Leonard Drive) and the area around the 930 Taylor condo building.  The motion was seconded by Patrick Perry.  It is noted that the drainage issue of the south parking lot of the 930 Taylor condo building will be considered and worked in conjunction with the paving proposal.  At vote, all aye, motion carried.

Acquisition of the Automatic External Defibrillator for the Golf Course.  There was considerable discussion about the defibrillator, operation and maintenance, training, cost, liability risk, and insurance issues.  The Golf and Tennis Committee has been asked to provide answers to these issues and Bob Marcus will be tasked to investigate insurance liability and possible policy rate increases or decreases  that may be applicable.  Todd Campbell noted that this equipment had been considered by HUA before, but not approved.  It was recommended that the requested information be provided and that the issue be considered on the next HUA Board agenda.  Bob Marcus is requested to contact the Red Cross to provide an information presentation and demonstration to the HUA Board.

OPEN DISCUSSION FOR HOMEOWNERS:

It is noted that there is a limited time of 20 minutes allowed for audience participation.  Residents are encouraged to ask a single question, rather than a string of questions that keep others from speaking.

Carole Stern of the StoneyBrook neighborhood asked HUA Board to consider sponsoring a speed enforcement agreement with the Gurnee Police Department (GPD).  The agreement would enable the GPD to perform regular rounds and patrols, and to enforce the 25 mph on Village streets (Colby, Dunham, Manchester, and Leonard) and the 15 mph speed limit on all HeatherRidge streets.  Todd Campbell asked that the Security Committee be asked to work with the GPD on this proposal.

Frances Fletcher of the Covered Bridge Condo neighborhood noted that she is in favor of having the defibrillator on property, her husband had been revived by one several years ago.

Bob Adelman of the HighPointe neighborhood asked about environment impacts of the spillway repair.  The Golf Committee will be recommending a fence and signage to prohibit crossing the spillway. 

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

Adjournment at 8:30 pm.                                                                                                         Next Meeting – Tuesday, June 26, 2007