HeatherRidge Umbrella Board Meeting Minutes July 2005

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

APRIL 22, 2008 MINUTES: Patrick Perry made a motion to approve the April 22, 2008 minutes, seconded by Paul Kelly. At vote, all aye, motion carried.

ACTING PRESIDENT’S REMARKS: Todd Campbell noted Carol Marker’s leave of absence for the next month, she is expected to return in late June 2008. Mr. Campbell also welcomed Patrick Perry back from a brief illness, wished Gordon Lind a quick recovery after surgery, and noted that our Accountant Deb Garcia’s Grandmother passed away and HUA offers their sympathy. Todd Campbell mentioned the tax liability bill that HUA received this past month for $290,000. Apparently the annual paperwork to retain common area land value (open space) status was not filed and the tax bill increased over $270,000. HUA has secured a tax attorney to resolve this problem, hopefully within the next month. HUA is also investigating obtaining a line of credit to finish the streets most in need of paving as the costs of petroleum and asphalt have, and will continue, to escalate the prices exorbitantly.

PRELIMINARY Treasurer's Report for April 30, 2008
UMBRELLA CASH POSITION	Totals 3/31/08	Operating 4/30/08	Reserves 4/30/08	Totals 4/30/2008	Change from Prev. Month
	$469,149.10	$121,685.29	$396,535.25	$518,220.54	$49,071.44

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$119,246.66	$118,950.69	$295.97	$478,364.05	$475,802.76	$2,561.29
Landscape	$59,589.38	$57,828.62	($1,760.76)	$201,744.13	$199,332.21	($2,411.92)
Security	$21,403.55	$21,233.58	($169.97)	$74,585.56	$85,659.32	$11,073.76
Administration	$19,683.92	$18,037.78	($1,646.14)	$69,687.84	$69,721.63	$33.79
Maintenance	$19,762.27	$18,481.17	($1,281.10)	$107,102.41	$82,367.18	($24,735.23)
INCOME (LOSS)	($1,192.46)	$3,369.54	($4,562.00)	$25,244.11	$38,722.42	($13,478.31)

CRF CASH POSITION	Totals 2/29/08	Operating 3/31/08	Reserves 3/31/08	Totals 3/31/2008	Change from Prev. Month
CRF	$23,075.70	$10,711.01	$11,249.09	$21,960.10	($1,115.60)
CRF-Clubhouse	$10,772.61	$8,150.25		$8,150.25	($2,622.36)
Golf	$110,249.34	$33,606.14	$66,589.74	$100,195.88	($10,053.46)
TOTALS	$144,097.65	$52,467.40	$77,838.83	$130,306.23	($13,791.42)

CRF & CLUBHOUSE OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,139.57	$12,287.90	($1,148.33)	$46,188.49	$50,401.60	($4,213.11)
EXPENSES	$11,360.01	$8,946.46	($2,413.55)	$45,833.48	$47,058.26	$1,224.78
INCOME (LOSS)	($220.44)	$3,341.44	($3,561.88)	$355.01	$3,343.34	($2,988.33)

CBRC CASH POSITION	Totals 1/31/08	Operating 2/29/08	Reserves 2/29/08	Totals 2/29/2008	Change from Prev. Month
	$71,358.99	$22,729.58	$49,422.91	$72,152.49	$793.50
CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,670.19	$2,569.68	$100.51	$10,983.12	$10,278.72	$704.40
EXPENSES	$2,146.72	$2,332.78	$186.06	$10,916.64	$9,937.12	($979.52)
INCOME (LOSS)	$523.47	$236.90	$286.57	$66.48	$341.60	($275.12)

HHRC CASH POSITION	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD
	$44,304.48	$12,690.48	$27,827.10	$40,517.58	($3,786.90)
HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,639.20	$3,624.83	$14.37	$14,829.19	$14,754.32	$74.87
EXPENSES	$1,776.82	$2,379.15	$602.33	$7,989.22	$11,620.35	$3,631.13
INCOME (LOSS)	$1,862.38	$1,245.68	$616.70	$6,839.97	$3,133.97	$3,706.00

SBCRC CASH POSITION	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD
	$58,608.22	$24,793.02	$40,337.79	$65,130.81	$6,522.59
SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
EXPENSES	$1,746.46	$1,710.42	$36.04	$6,997.86	$6,841.68	$156.18
INCOME (LOSS)	$628.38	$1,368.73	$740.35	$3,542.86	$5,162.42	$1,619.56
INCOME (LOSS)	$1,118.08	$341.69	$776.39	$3,455.00	$1,679.26	$1,775.74

TREASURER’S REMARKS: Paul Kelly gave the Treasurer’s Report and detail. Motion to receive and adopt the Treasurer’s Report by Sam Dent, 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. Jim Petkus noted that the fencing at the Covered Bridge Recreation Center has been an active issue for two years, and asked when it will be resolved. Todd Campbell is working with Maintenance and Bob Marcus to get the revised quotes. The issue of using snow blowers by the Landscape Department was raised, it will be addressed in new business. HUA does not have a start date on the Gages Lake walkway, but it is expected to begin within the next two months by the Village of Gurnee. Rick Francisco 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. CBRC fencing has already been discussed.

Audit Committee: A new auditor has been selected and the process of getting files transferred from the previous auditor is ongoing.

Finance Committee: Paul Kelly gave the Financial Report and recapped the minutes of the May 22 meeting. The higher snow removal costs were discussed. HUA is close to getting the golf operating budget into an interest-bearing bank account. The health insurance change to United Health Care is expected to be completed by the end of May and reimbursement of the excess premiums may be requested due to the delay in change. Sam Dent is very concerned about having to retaining a tax lawyer at either a percentage of the savings (+/- $70,000) or a set fee. Jim Servis asked if there is a contract and legal schedule/calendar that is maintained by the Community Manager and provided to the HUA Board of Directors. Todd Campbell said that there is a calendar and the attorney issue will be resolved when the tax issue is taken care of. Rick Francisco asked if there is a way of having the valuation done automatically every year, rather than having to file annually as there is little chance of assessment or land usage changes. Bob Marcus said that HUA is in the basic stages of paying the same tax rate that was done last year (although there may be interest and penalties incurred). Bob Marcus is working on a contracts calendar and it will be available soon. Sam Dent made a motion to receive and accept the Finance Committee Report, seconded by Patrick Perry. At vote, all aye, motion carried.

Golf and Tennis Committee: Rick Francisco submitted reports to the HUA Board packets. The Golf Maintenance building needs new siding in the near future, and Golf Visions may be able to do the work over the winter with in-house staff, saving money. Inclement weather is impacting the golf rounds and the use of golf carts due to the wet condition of the course. Golf Visions is working to keep expenses down, mainly in the labor costs. All golf courses are suffering from low rounds due the poor weather. Paul Kelly made a motion to receive and accept the Golf and Tennis Committee Report, 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.

Recreational Activities Committee (RAC): No formal report or motion required. Paul Kelly asked about sharing and using the signs that are placed at Colby Road and HeatherRidge Drive to advertise Clubhouse events.

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 regular meeting was held May 13, 2008 and ten residents attended. The list of new residents was available for the audience.

OLD BUSINESS:

Fence around Covered Bridge Recreation Center Pool. Covered in the Management Report discussion.

Paving of Scott and Farwell Courts to start June 9, 2008.

NEW BUSINESS:

Web Site Renovation and Restructure. A HeatherRidge resident, Chris Bates, who designs web sites has volunteered his expertise in developing a new web site that is more manageable and efficient than the site that has evolved over the past few years. The HUA Board was provided with samples of the home page and links to other photographic samples of his work. Mr. Bates will design to accommodate the “Front Page” software product that allows HUA staff to do the routine update, text maintenance, calendar, etc. work that does not include the proprietary or html-based technology beyond staff resources. There will be no charge for the web development work and he has submitted a proposal outlining the responsibilities of HUA and of his own development. Paul Kelly noted that the HUA Board will have the opportunity to review the web site in the development and before it is uploaded to the web hosting site. Patrick Perry made a motion to accept the web site development and renovation proposal, at no cost to HUA, from HR resident Chris Bates, seconded by Sam Dent. The web site will be completely released to HUA for general maintenance and update and Mr. Bates has volunteered to perform occasional technical maintenance tasks as required. At vote, all aye, motion carried.

Extension of Recreation Center Pool Season to Sunday, September 7, 2008. Labor Day is September 1^st, and early September temperatures can be very warm. It should be noted that the recreation centers must be cleaned daily by the cleaning service when the pools are open (at recreation center expense) and that the Maintenance Department must also clean and service the pools as long as the pools are open. Paul Kelly made a motion to extend the pool open hours through Sunday, September 7, 2008, weather permitting. Second by Sam Dent. At vote, all aye, motion carried.

Garage Sale Rules and Regulations. An information sheet and copy of the garage sale rules of the HUA Resident Rules and Regulations had been distributed to the HUA Board. It is noted that private garage sales are not permitted and that homeowner associations can sponsor up to two garage sales during the calendar year.

Rick Francisco investigated memorial plaque vendors and Brogan’s of Gurnee can provide solid bronze plaques at a cost savings. He will try to have examples available for inspection at the June 24, 2008 HUA meeting.

Snow Blowers. Jim Petkus made a motion to receive bids for three, 5-HP snow blowers to be used by the Landscape Department during the next winter, seconded by Patrick Perry. Paul Kelly also felt that many townhome walkways could be done by snow blowers. Paul Kelly asked that Landscape develop a procedure to use them, to include training and preventive maintenance. At vote, all aye, motion carried.

OPEN DISCUSSION FOR HOMEOWNERS:

Owen Hill of the Covered Bridge Condominiums recognized our Landscape Department as superior and noted the incredible job done during all seasons. He further noted a drainage problem on the 930 Taylor condo building as water comes through the two exhaust fan vents and into the garage parking area. This has been a problem before, and he requested that it be revisited and that the water diverted from flowing through the exhaust fans and routed away from the building. Bob Marcus will pursue the matter.

Jim Simmen of the Cambridge neighborhood has a different interpretation of the HUA Resident Rules and Regulations garage sale Section IV. He feels that residents are allowed to hold private garage sales as long as they meet the Village of Gurnee permit requirement, and he does not feel that Security has the right to enforce Village permit requirements or rules. Mr. Simmen recommends that HUA either permit individual garage sales or that the HUA Resident Rules and Regulation be changed to specifically prohibit individual garage sales. Patrick Perry noted that the issue should be presented to the TLLCISI Committee for resolution and presentation at the June 24, 2008 HUA Board meeting. President Campbell to refer the matter to TLLCISI Chairman Lind.

Cathy Felinczak of the Redwood condos asked for assistance in completing an architectural request to move the air conditioner from on their outside deck, to next to the outside deck. Their homeowner association does not have an architecture POC as there are only six residential units. Todd Campbell will complete the request as Chairman of the Architecture and Maintenance Committee (pending notification of JULIE by resident). Cathy Felinczak also noted that the retaining pavers by the entrance stairs to Redwood are crumbling, the land is sinking, and the bushes are dying. She asked that Maintenance look at repairing the paver wall. Todd Campbell asked Bob Marcus to look into the matter with the Maintenance Department.

Cris Mekuly of the Hidden Hills Townhome neighborhood has a serious, and new (in the 10 years she has lived here), drainage issue in her crawlspace. She has a sump pump but it cannot keep up with the water running through the crawlspace area this past year. Bob Marcus has been asked to look into and to get engineering opinions on the drainage issues that have been raised throughout HUA this past two years. Todd Campbell asked that he pursue the drainage issues.

Jim Simmen of the Cambridge neighborhood has been notified by the Village of Gurnee that Regency Court is scheduled for repaving this summer, he is concerned about where residents will park during the work. HUA has not had the notification, but works with the Village and Police Department to ensure parking is available.

Patrick Perry made a motion to adjourn the meeting, seconded by Sam Dent; at vote, all aye, motion carried.

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