BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), May 26, 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 Todd Campbell called the meeting to order at 7:00 pm.  Present:  Todd Campbell, Sam Dent, Rick Francisco, Owen Hill, Linda Kirby, Jim Petkus, Jim Servis, and new Board Member Terry Potash.  Paul Kelly was absent. 

APRIL 28, 2009 MINUTES:  Sam Dent made a motion to approve the April 28, 2009 minutes, seconded by Linda Kirby.  At vote, all aye, motion carried.  The minutes were later amended to include notes on Landscape by Carol Marker (April 23, 2009), motion to amend the minutes by Jim Petkus, second by Owen Hill, at vote all aye, motion carried.

PRESIDENT’S REMARKS:  President Todd Campbell introduced the new Speaker of the House of Delegates Marty Padilla.  Marty in turn presented Terry Potash as the new HUA Board Member.

President Todd Campbell welcomed Mayor Kristina Kovarik as a guest speaker.  (Transcript availabe at HUA office.)

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience. 

Bob Marcus noted that the recreation center keycard and communication systems have been completed and are operational.  Bob Marcus noted that the pool heaters have been troublesome as the pools were brought up to service.  The heaters are mid-1980 vintage and may need to be replaced.  Jim Petkus asked if the heaters are funded by the neighborhood budget, and as they are, the committees should be notified of it for budgeting.  Bob Marcus thanked Carol Marker for her years of conscientious service on the HUA Board and committees.  He also welcomed Terry Potash as the new HUA Board Director and Marty Padilla as the Speaker of the House of Delegates.  Linda Kirby made a motion to receive and accept the Management Report, seconded by Jim Servis.  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:   No formal report or motion required.

Finance Committee:  Todd Campbell presented the Financial Report from the May 21, 2009 meeting in Paul Kelly’s absence.  The paving and drainage bids were reviewed along with a spreadsheet evaluation by our Accountant Deb Garcia.  The Accountant also recommended applying for a line of credit rather than a loan and Bob Marcus will be contacting local banks and scheduling meetings the week of June 8th.  All HUA Board members are encouraged to attend.  Bob Marcus will be gathering information and budget items for preparation of the 2010 Budget at June and July meetings.  Suspension of privileges for amenities was discussed.  The Homeowner Associations will notify HUA of residents who are in collections for unpaid assessments and HUA will issue a certified letter to such residents.  Security, the CRF, and the Golf Course will also be notified of the suspension of amenities.  Privileges will be restored if the financial obligations are met by the resident.  Jim Petkus made a motion to receive and accept the Finance Committee Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Golf and Tennis Committee:   A May meeting was held and Golf Visions financials were reviewed.  The poor weather has impacted rounds of golf played, but league play and sale of passes are keeping up with the past few years.  No written report or motion required.

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.  Board members were given two samples of possible signs for the Gages Lake and HeatherRidge Drive entrances.  The RAC will review the specifications and selections before making a recommendation to the HUA Board for approval.

Security Committee:  Chairperson Linda Kirby reported on her meeting with the Security Department.  She noted possible trouble areas, notably the basketball play area, elimination of the garage door access buttons, and the suspension of privileges for residents in arrears on assessments.  Sam Dent made a motion to receive and accept the Security Committee Report, seconded by Jim Servis.  At vote, all aye, motion carried.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  Owen Hill presented his report of

May 19, 2009.  The procedures for evaluating the paving and drainage bids were reviewed, the Committee will recommend consistency of specifications and a pre-bid meeting for vendors to level the requirements.  The initial bids will be used for obtaining a line of credit for future paving of HeatherRidge streets.  Jim Servis made a motion to receive and accept the TLLCISI Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Welcoming Committee:  The May 12, 2009 meeting welcomed seven new residents.  The next regular meeting will be held June 9, 2009.

OLD BUSINESS: 

Election of Vice President for HUA Board.  Todd Campbell nominated Jim Petkus as Vice President, no other nominations.  At vote, all aye, motion carried.

Report on the Status of the Paving Bids and Financing (enclosures).  As noted earlier, the spreadsheet, specifications, and a pre-bid meeting will be used to clarify the specifications and prepare financial documents.

Removal of Flowering Trees by the Hidden Hills Cabana Pool.   The Hawthorne trees near the Cabana Pool shed petals and debris that clog the pool pumps and skimmers.  It is proposed that these trees be removed and trees that will not create maintenance issues be planted.  Jim Petkus made a motion NOT to remove the trees, seconded by Sam Dent for discussion purposes.  Motion by Linda Kirby, second by Owen Hill to suspend the rules momentarily to allow the Neighborhood Chair to reply (carried) and Joan Karkow noted that the trees are a constant problem and that evergreen trees would not be troublesome.  The trees are too large to dig out and plant elsewhere, they would have to be removed.  Jim Petkus withdrew his motion, Sam Dent withdrew his motion second.  A new motion to accept the recommendation of the Landscape Committee to replace the Hawthorne trees with evergreen-type trees was made by Jim Petkus, seconded by Sam Dent.  At vote, all aye, motion carried.

NEW BUSINESS:

Removal of Lighting Fixtures at the StoneyBrook/Cambridge Recreation Center Playground Area (vandalism and destruction of property).  A memo from the Community Manager (May 22, 2009) cited a Maintenance Department recommendation of removing eight light posts at the StoneyBrook/Cambridge Recreation Center (SBCRC) and playground area and that the play area only be open during daylight hours.  The light heads and posts are constantly being broken, bent, and tilted.  Shattered glass litters the play area, and the light heads are expensive to constantly replace.  Jim Petkus made a motion to replace the lights with unbreakable (vandal-proof) light heads and to continue to maintain them, seconded by Jim Servis.  At vote, all aye, motion carried.

Owen Hill made a motion to accept the policy change noted in the TLLCISI Report of May 19, 2009 (consistency of specifications and a pre-bid meeting for vendors) for the street paving and drainage projects and application for a line of credit, seconded by Jim Petkus.  At vote, all aye, motion carried.

OPEN DISCUSSION FOR HOMEOWNERS:

Carole Stern, President of the StoneyBrook Homeowner Association asked the HUA Board to make a change in the Rules and Regulations to allow display of “open-house” signs for residents.  Currently signs are not allowed other than at Village right-of-way and potential buyers often cannot find the open house location.  Sam Dent noted that it would have to include all of HeatherRidge, not just one neighborhood and that Security would have to be instructed on how to enforce the change.  The TLLCISI Committee must review the possible change and make a recommendation to the HUA Board (requested for the June 23, 2009 meeting).  It is noted that the change would be for “open house” signage for periods of several hours, and not include “house for sale” signs displayed in windows or yards 24/7.

Kathy Hill of the StoneyBrook neighborhood has had severe drainage issues since the installation of the new Gages Lake walkway, particularly the sump pump and drainage line.  She asked how soon the Village and HeatherRidge can coordinate the right-of-way access and drainage as the heavy rains are damaging her basement and structure.  Bob Marcus noted that we have just received the approval for right-of-way access from the Village of Gurnee and the work will be expedited.

Jackie Larson of the StoneyBrook neighborhood commented on the light issues.  She noted that residents using the SBCRC for parties or events need to have lighting for parking and safety.  She asked that the lighting by the entrance drive be reconsidered after it was relocated a couple years ago.  Todd Campbell noted that Bob Marcus will work with Maintenance to develop a lighting and snow plan for the area.

Marty Padilla of the StoneyBrook neighborhood would like to meet with the Architecture and Maintenance Chair to discuss the basketball court.  Any issues should be handled with the Community Manager, who would then work with committees for recommendations that may be presented to the HUA Board.  Bob Marcus will facilitate the discussions and information on the basketball hoop predicament.

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

Adjournment at 9:11 pm.                                                         Next Meeting – Tuesday, June 23, 2009

________________________________                                        _________________________________

Sam Dent – HUA Board Secretary                                           Cathy McGrath – Recording Secretary

 

An Executive Session was called immediately after the regular meeting by President Todd Campbell.