HeatherRidge Umbrella Board Meeting Minutes July 2005

President Todd Campbell called the meeting to order at 7:00 pm. Present: Todd Campbell, Sam Dent, Owen Hill, Paul Kelly, Terry Potash, Jim Servis, and Carole Stern. Absent: Linda Kirby and Jim Petkus.

APRIL 27, 2010 MINUTES: Paul Kelly made a motion to approve the April 27, 2010 minutes, seconded by Carole Stern. At vote, all aye, motion carried.

PRESIDENT’S REMARKS: Todd Campbell noted that Mayor Kovarik will attend the June 22, 2010 meeting. HUA will submit a memo to her with issues or questions. To add yours, please submit to the HUA office before June 11, 2010.

VICE-PRESIDENT’S REMARKS: Owen Hill had no remarks.

TREASURER’S REMARKS: Paul Kelly gave the Treasurer’s Report and detail. The CBRC will receive a credit for the propane gas cost overage for 2009 that was re-negotiated by Bob Marcus. The Treasurer has reviewed the checks issued for the past month and they are appropriate. Sam Dent made a motion, seconded by Carole Stern, to receive and accept the Treasurer’s Report and the expenditures for April 2010. At vote, all aye, motion carried.

Treasurer's Report for April 30, 2010
UMBRELLA CASH POSITION	Totals 3/31/10	Operating 4/30/10	Reserves 4/30/10	Totals 4/30/2010	Change from Prev. Month
	$812,323.77	$42,703.75	$789,897.87	$832,601.62	$20,277.85

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,877.82	$123,614.10	$263.72	$494,723.29	$494,456.40	$266.89
Landscape	$98,441.72	$81,823.64	($16,618.08)	$184,571.30	$240,923.37	$56,352.07
Security	$27,505.27	$30,209.99	$2,704.72	$67,089.66	$94,957.70	$27,868.04
Administration	$22,079.72	$22,697.57	$617.85	$66,476.03	$79,327.24	$12,851.21
Maintenance	$24,025.44	$23,407.25	($618.19)	$92,220.15	$98,352.46	$6,132.31
Total Expenses	$172,052.15	$158,138.45	($13,913.70)	$410,357.14	$513,560.77	$103,203.63
INCOME (LOSS)	($48,174.33)	($34,524.35)	($13,649.98)	$84,366.15	($19,104.37)	$103,470.52

CRF CASH POSITION	Totals 3/31/10	Operating 4/30/10	Reserves 4/30/10	Totals 4/30/2010	Change from Prev. Month
CRF	$50,337.95	$16,793.03	$39,265.60	$56,058.63	$5,720.68
CRF-Clubhouse	$17,577.13	$16,807.58	$0.00	$16,807.58	($769.55)
Golf	$67,173.63	$48,469.10	$41,527.15	$89,996.25	$22,822.62
TOTALS	$135,088.71	$82,069.71	$80,792.75	$162,862.46	$27,773.75

CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$9,302.70	$11,183.85	($1,881.15)	$42,011.29	$45,360.40	($3,349.11)
EXPENSES	$13,897.44	$12,392.62	$1,504.82	$43,055.55	$45,135.82	$2,080.27
INCOME (LOSS)	($4,594.74)	($1,208.77)	($376.33)	($1,044.26)	$224.58	($1,268.84)

CBRC CASH POSITION	Totals 3/31/10	Operating 4/30/10	Reserves 4/30/10	Totals 4/30/2010	Change from Prev. Month
	$46,708.10	$8,798.23	$40,248.82	$49,047.05	$2,338.95
CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,642.00	$2,569.68	$73.17	$8,672.02	$10,278.72	($1,606.70)
EXPENSES	$2,720.38	$2,267.78	($452.60)	$11,978.64	$10,451.12	($1,527.52)
INCOME (LOSS)	($78.38)	$301.90	($379.43)	($3,306.62)	($172.40)	($3,134.22)

HHRC CASH POSITION	Totals 3/31/10	Operating 4/30/10	Reserves 4/30/10	Totals 4/30/2010	Change from Prev. Month
	$51,492.41	$11,799.99	$43,418.11	$55,218.10	$3,725.69
HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$4,418.75	$4,469.50	($50.75)	$17,826.41	$18,028.00	($201.59)
EXPENSES	$3,512.34	$3,509.83	($2.51)	$9,637.12	$15,164.33	$5,527.21
INCOME (LOSS)	$906.41	$959.67	($53.26)	$8,189.29	$2,863.67	$5,325.62

SBCRC CASH POSITION	Totals 3/31/10	Operating 4/30/10	Reserves 4/30/10	Totals 4/30/2010	Change from Prev. Month
	$43,672.74	$16,732.48	$35,444.66	$52,177.14	$8,504.40
SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,988.13	$1,962.72	$25.41	$7,981.89	$7,850.88	$131.01
EXPENSES	$1,720.70	$1,438.33	($282.37)	$4,677.92	$6,128.32	$1,450.40
INCOME (LOSS)	$267.43	$524.39	($256.96)	$3,303.97	$1,722.56	$1,581.41

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

Items of interest included the loan process with Barrington Bank, the Humana Health Insurance for employees, and the structural repair of the Hidden Hills Recreation Center (HHRC). Paul Kelly asked that Bob Marcus work with the two banks, checking at least weekly, to complete the loan and underwriting process for the line-of-credit for paving HUA roads. The Contract List will be submitted to HUA Board members each month in the packet. Todd Campbell asked that Bob expedite having the HHRC oversight and structural work as soon as possible. Bob Marcus also noted that Gordon Lind (resident and former HUA Board member) is recovering from heart surgery. Please keep him in your thoughts and prayers. Sam Dent made a motion, seconded by Jim Servis to receive and accept the Management Report. 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: Committee met on May 20 and reviewed open financial issues. Bob Marcus is asked to follow up on the requests and documentation that have been requested from Golf Visions. The Committee is also concerned that no feedback has been received from the StoneyBrook Homeowner Association on accounting for the assessment collection figures and the account delinquency status. Bob Marcus is requested to schedule another meeting with the Finance Committee and StoneyBrook Homeowner Association representatives. Sam Dent made a motion, seconded by Carole Stern to receive and accept the Report. At vote, all aye, motion carried.

Golf and Tennis Committee: A Committee meeting was held on May 19, 2010. Items of interest included: Financial and weather information; new computer system; replacement of five radios; stump grinding; sod replacement; tractor and backhoe (to be discussed in New Business); tree removal and replacement. The stump grinder was rented at a huge savings compared to the cost of hiring a contractor to do the stump grinding. It should be noted that many tasks are done in-house with staff, including removing dead trees, stump removal, sod planting, and other repairs. A backhoe will be rented as necessary rather than purchasing a used or new one. The small bridge near the picnic grove was repaired. Paul Kelly made a motion to receive and accept the Golf and Tennis Committee Report, seconded by Jim Servis. At vote, all aye, motion carried.

Landscape Committee: No formal report or motion required.

Ponds Committee: Bob Marcus sent a letter to Fairway Ridge advising of the pond cleaning planned for ponds 7-10 and asked that the silt removal bags be allowed to be installed near pond 11.

Recreational Activities Committee (RAC): Carole Stern is the new Chairperson of the RAC. Carole noted that in the past instructors or class sponsors had been charged $20 per event to use the CRF. Carole Stern will present a proposal to the HUA Board to change the rental and cost policies for usage of the CRF facility.

Security Committee: No formal report or motion required.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): A meeting was held May 24, 2010 and the minutes distributed to the HUA Board. The Committee reviewed and revised the Purchasing Policy and will submit it for acceptance. Owen Hill reviewed the recommended changes, specifically for Capital Purchases and Expenses. The paving quotes were reviewed. Bob Marcus will contact DuBois to determine the reason for the huge increase in their quote. It may be that the disposal of petromat (which is used in many existing roadways) has created the increase. More information on these issues, as well as the HUA office roofing, will be brought up in New Business. Jim Servis made a motion to receive and accept the TLLCISI Committee Report, seconded by Carole Stern. At vote, all aye, motion carried.

Welcoming Committee: Nine new residents attended the Welcoming Committee meeting on May 11, 2010. The next regular meeting will be held Tuesday, June 8, 2010.

OLD BUSINESS:

Hidden Hills Recreation Center Clubhouse Building Repair Oversight Proposals (enclosure). Bob Marcus recommends that when the work is done, an Architectural/Engineering firm be secured for oversight. It is much too technical and requires more responsibility than our in-house staffs should absorb. Liability and structural integrity issues also exist. Todd Campbell asked that acquiring the final bids for oversight be a top priority, to be completed within the next two weeks. Bob Marcus will also coordinate and communicate with the TLLCISI and HHRC Neighborhood Committees to expedite.

Finalize Humana Health Care Insurance Renewal (Benefits Age) (enclosure). The premium raise and change was confirmed with Benefits Age. Paul Kelly made a motion to accept the Humana proposal for health care insurance for HUA employees as outlined in the verification, seconded by Carole Stern. At vote, all aye, motion carried.

Final Signature of April Resolutions incorporating minor wording changes (enclosure). Following 30-day publishing and wait, the formal resolution documents for Umbrella Assessment Payment Deadline and Use of the Tennis Courts were signed by the President and Secretary on May 25, 2010.

Paving Cost Proposals (enclosure). Owen Hill noted that two of the companies proposing from 2009 came back with little or no cost change. The DuBois quotation was much higher than 2009 and may be the result of disposal of the petromat paper tar material used in many of the roads and new environmental restrictions (January 2010) on dumping. It is thought Rabine does know of the petromat, but possibly Superior (lowest bid) does not. The line-of-credit and loan process is directly affected by the price of paving, and must be disclosed because the loan process origination last year was a lower amount. Bob Marcus is asked to actively pursue the paving and loan finalizations. Bob will also get a prioritization of which roads are most critical. It is also noted that the drainage work must be done before paving and we are already into the summer season.

Motion to Accept $2,000 Underwriting Proposal by Barrington Bank (which is not the actual obligation to receive funds) (enclosure). There will possibly be an underwriting fee. This cost would be incorporated into the finalized loan. The Finance Committee recommends going forward with the underwriting and asked Bob Marcus to provide a formal weekly status report until the loan is finalized. Paul Kelly made a motion to proceed with the underwriting of Barrington Bank and Trust Company, with the possibility of a cost of up to $2,000, seconded by Owen Hill. At vote, all aye, motion carried.

Proposal for Temporary Basket Ball Hoop Placement and Trial on Upper Tennis Courts. The HUA Board proposes the use of one of the upper tennis courts (northeast side, mounted on middle pole) for a three-month trial for recreation. The area will have signage for rules which will include no use of foul language; only tennis shoes or sneakers worn; must concede to tennis players if all other courts are in use; hours to be dawn to dusk. The Security Department will be asked to observe the area on normal rounds and provide the Community Manager with feedback on usage, problems, or any other issues that will allow the HUA Board to evaluate and consider future usage after the three months or sooner. There was considerable discussion and the Board President determined that the area is “central” and for “recreation” and was the best choice at this time. Paul Kelly made a motion to use the upper tennis court for basketball usage for a trial period of three months, with the posted rules and observation by the Security Department, seconded by Owen Hill. At vote, six aye, one nay, motion carried.

NEW BUSINESS:

HUA Office Building Roofing Bids (enclosure). The TLLCISI Committee is requesting Bob Marcus to solicit bids for replacing the flat roof with a pitched roof. Issue will be proposed at the June 2010 HUA Board meeting.

Seal-coating Bid Updates (September work) (enclosure). The 2009 vendor completed half the work, but the product was visually substandard and the vendor is apparently non-responsive to repairing it or offering a completion date through the Maintenance Department. Bob Marcus will get three more bids for re-doing the work and completing the other half of the seal-coating in the September timeframe (after the heavy golf season). The issue is tabled for TLLCISI Committee review. Paul asked Bob Marcus to try to “bill-back” the vendor for payment of the questionable work.

Purchasing Policy. The TLLCISI Committee has revised the Purchasing Policy of April 28, 2009. Paul Kelly made a motion to accept the recommendations and revised Purchasing Policy of the TLLCISI committee, seconded by Carole Stern. At vote, all aye, motion carried. Paul Kelly asked that Bob Marcus provide it to Golf Visions and the HUA Departments. The revised and approved Purchasing Policy will be attached to the official minutes.

Golf Committee Proposals:

Split Rail Fence. Sam Dent made a motion to erect a split-rail fence ($2,283.81) along the second fairway (near the swale, and outside of the fairway area) to discourage golf carts from crossing Clark Drive after golf balls. Price is not to exceed $3,000 including in-house labor, seconded by Jim Servis. Paul Kelly asked that the motion be modified to include purchasing up to 10 trees (at a cost of approximately $150 each) and planting them along that fence line. Sam Dent and Jim Servis approved the modification, making the not-to-exceed price $4,500 with the purchase of up to 10 trees. At vote, all aye, motion carried.

Sam Dent made a motion to remove two dead Cherry trees, prune back two other trees (infringing on the third fairway) and grind out two stumps along the third fairway at a cost not to exceed $1,650, seconded by Jim Servis. Paul Kelly asked if multiple quotes had been obtained, and there is only the quote of Nels Johnson. Sam Dent noted that if the work is being done with in-house labor, no other quotes are needed. Sam will clarify the work plan with Dirk Skelley, and if necessary other quotes will be obtained. Table issued for now.

Paul Kelly made a motion to add four trees on the second fairway (near the 150-yard marker and foot bridge); and to remove the arbor vitae from behind the first tee, replacing the arbor vitae with an Ornamental Crab tree. In-house labor will do the removal and planting work, price not to exceed $1,000, seconded by Sam Dent. (The replacement tree will be donated by Susan Kessler in memory of Jim Kessler.) At vote, all aye, motion carried. It is noted that Dirk Skelley had offered that if HUA wants to purchase trees through their landscape outlet, the prices are excellent and it can be arranged.

The Kubota tractor is in good shape but the existing digging bucket is shot. Sam Dent made a motion to purchase a bucket attachment for the L4330 Kubota tractor at a cost of $6,045.50, seconded by Owen Hill. At vote, all aye, motion carried.

OPEN DISCUSSION FOR HOMEOWNERS:

Ann Richter, HeatherRidge Townhome Association #1 (HRTA#1) Treasurer. Ann asked if HUA might be charged a total of $4,000 for the underwriting associated with each of the two banks for the paving loan. It was explained that it was a possible charge for documentation or research fees associated with underwriting. Bob Marcus thought it might be more realistic to expect a charge from Barrington Bank of around $800. Todd Campbell further asked Bob Marcus to see if Barrington Bank would waive the fee as we have just made a substantial deposit for our reserve funds in their institution.

Ann Richter said that the HRTA#1 Board is in favor of paving only as many roads as present reserves can fund. The HRTA#1 Board is not in favor of taking out a loan in the present economy. The HRTA#1 delinquency rate has risen to as high as 10.5%, formerly it was 2% to 3%. At least 10 units have been foreclosed. HUA, including CRF and HHRC, has had to write off over $25,000 as bad debt from 2008 until now. $7,000 more is projected before year’s end.

Marty Padilla, StoneyBrook Homeowner Association Treasurer does not agree that HUA has not been given any financial and assessment information. He had a packet of information in hand that had been submitted. He said that he has tried to set up another meeting with the Finance Committee through Bob Marcus as he has just taken over the Treasurer position and was not officially invited to the last meeting. Paul Kelly said that the information and format need to be clarified for Nimrod, it must contain residential payments, delinquencies, and legal action being taken in a month-to-month status. Paul asked Bob Marcus to set up a meeting June 2 or June 3 with Marty and the appropriate attendees.

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

Adjournment at 8:40 pm. Next Meeting – Tuesday, June 22, 2010

________________________________ _________________________________

Sam Dent – HUA Board Secretary Cathy McGrath – Recording Secretary

At Paul Kelly’s request an Executive Session was held after the regular meeting.