HeatherRidge
Umbrella Board Annual and March Meeting Minutes
May 24, 2011
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ANNUAL BOARD OF DIRECTORS MEETING
HeatherRidge Umbrella Association (HUA), May 24, 2011
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, Owen Hill, Mark Hutchison, Paul Kelly, Linda Kirby, Cris Mekuly, and Carole Stern. Absent: Terry Potash.
APRIL 26, 2011 MINUTES: Sam Dent made a motion to accept and approve the April 26, 2011 minutes, seconded by Linda Kirby. At vote, all aye, motion carried.
VICE-PRESIDENT’S REMARKS: Owen Hill had no remarks.
TREASURER’S REMARKS: Paul Kelly gave the Treasurer’s Report and detail. Mark Hutchison made a motion, seconded by Sam Dent, to receive and accept the Treasurer’s Report for April 2011. At vote, all aye, motion carried.
| Treasurer's Report for April 30, 2011 | ||||||
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UMBRELLA CASH POSITION |
Operating 3/31/11 |
Operating 4/30/11 |
Net Change Operations |
Reserves 3/31/2011 |
Reserves 4/30/2011 |
Net Change Reserves |
| $21,941.21 | $62,513.30 | $40,572.09 | $560,020.29 | $564,721.14 | $4,700.85 | |
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UMBRELLA OPERATING INCOME & EXPENSES |
Actual | Budget |
Current Month Difference |
Actual YTD |
Year-to-Date Budget YTD |
Difference YTD |
| INCOME | $125,519.60 | $125,079.59 | $440.01 | $501,222.75 | $500,318.36 | $904.39 |
| Landscape | $53,081.84 | $59,990.80 | $6,908.96 | $192,996.46 | $240,401.63 | $47,405.17 |
| Security | $22,722.77 | $22,338.17 | ($384.60) | $89,303.20 | $96,006.59 | $6,703.39 |
| Administration | $33,314.58 | $19,971.56 | ($13,343.02) | $87,440.77 | $81,713.76 | ($5,727.01) |
| Maintenance | $14,360.58 | $19,976.26 | $5,615.68 | $85,574.80 | $98,938.13 | $13,363.33 |
| Total Expenses | $123,479.77 | $122,276.79 | ($1,202.98) | $455,315.23 | $517,060.11 | $61,744.88 |
| INCOME (LOSS) | $2,039.83 | $2,802.80 | ($762.97) | $45,907.52 | ($16,741.75) | $62,649.27 |
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CRF CASH POSITION |
Operating 3/31/11 |
Operating 4/30/11 |
Net Change Operations |
Reserves 3/31/2011 |
Reserves 4/30/2011 |
Net Change Reserves |
| CRF | $8,885.96 | $5,409.46 | ($3,476.50) | $71,345.94 | $78,788.58 | $7,442.64 |
| CRF-Clubhouse | $11,799.10 | $6,277.10 | ($5,522.00) | $0.00 | $0.00 | $0.00 |
| Golf | $9,636.35 | $23,594.58 | $13,958.23 | $59,671.73 | $38,675.19 | ($20,996.54) |
| TOTALS | $30,321.41 | $35,281.14 | $4,959.73 | $131,017.67 | $117,463.77 | ($13,553.90) |
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CRF & CLUBHOUSE OPER INCOME & EXPENSES |
Actual | Budget |
Current Month Difference |
Actual YTD |
Year-to-Date Budget YTD |
Difference YTD |
| INCOME | $13,802.05 | $12,125.67 | $1,676.38 | $49,637.84 | $48,502.68 | $1,135.16 |
| EXPENSES | $13,272.12 | $13,301.72 | $29.60 | $50,060.93 | $48,563.84 | ($1,497.09) |
| INCOME (LOSS) | $529.93 | ($1,176.05) | $1,705.98 | ($423.09) | ($61.16) | ($361.93) |
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CBRC CASH POSITION |
Operating 3/31/11 |
Operating 4/30/11 |
Net Change Operations |
Reserves 3/31/2011 |
Reserves 4/30/2011 |
Net Change Reserves |
| $8,802.74 | $11,251.62 | $2,448.88 | $43,914.93 | $44,793.22 | $878.29 | |
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CBRC OPERATING INCOME & EXPENSES |
Actual | Budget |
Current Month Difference |
Actual YTD |
Year-to-Date Budget YTD |
Difference YTD |
| INCOME | $2,596.04 | $2,569.68 | $26.36 | $10,414.53 | $10,278.72 | $135.81 |
| EXPENSES | $1,629.02 | $2,267.79 | $638.77 | $7,687.22 | $10,257.41 | $2,570.19 |
| INCOME (LOSS) | $967.02 | $301.89 | $665.13 | $2,727.31 | $21.31 | $2,706.00 |
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HHRC CASH POSITION |
Operating 3/31/11 |
Operating 4/30/11 |
Net Change Operations |
Reserves 3/31/2011 |
Reserves 4/30/2011 |
Net Change Reserves |
| $12,106.80 | $22,161.34 | $10,054.54 | $54,519.98 | $58,363.18 | $3,843.20 | |
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HHRC OPERATING INCOME & EXPENSES |
Actual | Budget |
Current Month Difference |
Actual YTD |
Year-to-Date Budget YTD |
Difference YTD |
| INCOME | $4,413.96 | $4,417.83 | ($3.87) | $17,642.16 | $17,796.32 | ($154.16) |
| EXPENSES | $1,849.58 | $3,698.29 | $1,848.71 | $8,399.42 | $15,643.16 | $7,243.74 |
| INCOME (LOSS) | $2,564.38 | $719.54 | $1,844.84 | $9,242.74 | $2,153.16 | $7,089.58 |
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SBCRC CASH POSITION |
Operating 3/31/11 |
Operating 4/30/11 |
Net Change Operations |
Reserves 3/31/2011 |
Reserves 4/30/2011 |
Net Change Reserves |
| $14,083.39 | $15,861.66 | $1,778.27 | $49,564.89 | $51,974.38 | $2,409.49 | |
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SBCRC OPERATING INCOME & EXPENSES |
Actual | Budget |
Current Month Difference |
Actual YTD |
Year-to-Date Budget YTD |
Difference YTD |
| INCOME | $2,055.43 | $2,049.48 | $5.95 | $8,133.01 | $8,197.92 | ($64.91) |
| EXPENSES | $1,053.95 | $1,629.00 | $575.05 | $4,682.72 | $6,741.00 | $2,058.28 |
| INCOME (LOSS) | $1,001.48 | $420.48 | $581.00 | $3,450.29 | $1,456.92 | $1,993.37 |
MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. Al Villasenor is planning the property walk and requested that Board members let him know of their interest in participating, dates and times that they would be available. The elliptical equipment for the CBRC was delivered and has been installed. HUA is waiting for the final submissions of residential association collection policies from the May 3, 2011 meeting to develop a collection plan. Al Villasenor queried other local towns to see their policies on seal coating residential streets, and it is generally not considered to add value; crack-fill and repair are the maintenance remedies of choice. It is noted that the golf maintenance parking lot will need to be resurfaced in 2011. Cris Mekuly made a motion to accept and approve the Management Report for May 2011, seconded by Mark Hutchison. At vote, all aye, motion carried.
STANDING COMMITTEE REPORTS:
Architecture and Maintenance Committee. No formal report or motion required. Mark Hutchison noted there appears to be water leakage around the 5801 Manchester building, his Committee will review for next meeting.
Audit Committee: The audit review is scheduled to begin July 25, 2011 at the HUA office.
Finance Committee: Paul Kelly noted meetings will be scheduled for the Tuesday prior to the HUA Board meeting, at noon at the HUA office. If this is a conflict with potential attendees, please notify Paul. The dates for budget review and meetings are being finalized and will be published. The Treasurer has reviewed the checks issued for the past month and they are appropriate. Linda Kirby made a motion, seconded by Carole Stern, to receive and accept the Finance Report and the expenditures for April 2011. At vote, all aye, motion carried.
General Election Oversight Committee (GEOC): No formal report or motion required.
Golf and Tennis Committee: A May 2011 Committee meeting was held. The April weather made it the worse April on record since 2001 with only two days of at least 60 degrees or acceptable golfing conditions. In response to questions from April, the one-time price of installing WIFI in the Golf Pro Shop area was $354 (for router and security). HUA residents do play at discounted fees both week and weekend (and $8 for cart rental). The Cabana Bar awning has been repaired and re-installed. Sam Dent noted that the Liquor Commissioner is vigilant and HUA is in total compliance with all regulations. Security cameras will be installed near the new ATM system and in several other areas of the building. These will be valuable for security and insurance purposes and the existing cameras are old technology and not functional. The space for basketball play is used and enjoyable. There will be some resurfacing done and repair of the net posts on the courts. In discussion, Paul Kelly asked that Golf Visions review the proposed 2011 Budget, recognizing that the weather and play impacts will affect the budget projections and they could be recalculated accommodate the reduced revenues due to poor weather and fewer rounds of play. Carole Stern made a motion to approve the Golf Committee Report and the GV Financial Reports, seconded by Linda Kirby. At vote, all aye, motion carried.
Landscape Committee: Cris Mekuly reported that the Committee met with the Landscape Chief to review on-going work scheduling and noted problem areas. It is recognized that in this aging community there are some diseased trees and replacement of older landscape may be required. Paul Kelly asked for an inventory and review to determine what would be required to improve the property, and clarified that he does not mean an extensive review, but a more general evaluation that would assist in projecting costs for gradual replacements and possible changes of product types. Al Villasenor noted that it is important not to draw away resources from the normal and on-going landscape work that is so critical at this time of year and the special projects that have been requested of the Landscape Department. The annual budget must be considered as more and higher expenditures of product and labor to boost quality would heavily impact the budget and ultimately assessments. Al Villasenor provided and updates, the Maintenance and Landscape Action Plans for the HUA Board and works closely with Department Heads. Owen Hill asked about the traffic and stop sign patterns and markings at HeatherRidge Drive/Leonard/Manchester as well as the continual drainage across that roadway intersection. It will be a good topic for discussion with the Mayor in June. Cris Mekuly noted the Mission Statement for Landscape: “To maintain the HUA common area per the direction of the Board of Directors, within the confines of the approved budget, and to address special projects as appropriate. Mark Hutchison made a motion to receive and adopt the Landscape Report, seconded by Sam Dent. At vote, all aye, motion carried.
Ponds Committee: No formal report or motion required.
Recreational Activities Committee (RAC): No May committee meeting was held and future meetings will be at 5:30 pm on the second Wednesday to accommodate attendee schedules. Paul Kelly asked that RAC provide a more robust report for the board that includes revenue status, budget, and actual figures.
Security Committee: No formal report or motion required. The Security Department computer will be upgraded with memory by in-house staff.
Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): A meeting was held May 16, 2011 and the minutes distributed to the HUA Board. Owen Hill noted that many of the items discussed, recommendations, and information were passed on to the Finance Committee. Linda Kirby made a motion to approve the TLLCISI Committee Report, seconded by Carole Stern. At vote, all aye, motion carried.
Welcoming Committee: Five residents attended the May Welcoming Committee meeting. The next regular meeting will be Tuesday, June 14, 2011.
OLD BUSINESS:
Final Approval of the HUA Resident Rules and Regulations Document and Distribution Policy. Document and distribution policies will be finalized at the June 20 TLLCISI meeting.
NEW BUSINESS:
Proposal for New HUA Copier (enclosure). Al Villasenor reported on his evaluation of HUA copier and printing needs and the proposals received. Al noted that the newer technology may also allow HUA to print (collate, staple, and fold) the HeatherRidge Happenings in-house if it is determined to be cost and labor-effective. There was discussion of the two responsive proposals by Ikon and Impact. The newer technology of copiers will also allow for the copier acting as the fax, scanner, and printer for the three individual computers within the office. The copier costs per page (including service, black supplies, and new capabilities) are considerably lower than the individual laser or ink-jet printers and toner supplies currently used, and the HUA printers are nearly 10 years old. Al stressed that he is having a “90-day out-clause” if HUA determines that in-house printing of the newsletter is not a viable option with labor, time and expense. Sam Dent made a motion to accept the copier proposal of Ikon Office Solutions, not to exceed $515 per month, seconded by Owen Hill. There was more discussion on the value of the bigger machines offered and that Impact Networking had submitted a second bid (reflecting the specs of the Ikon bid). Al Villasenor noted that the office is very small, and the IT needs may not warrant the more advanced capabilities and networking being proposed. Ikon is also the copier manufacturer and that impacts the speedy service, parts and toner needs when required. Motion reviewed and at vote, all aye, motion carried. The copying, labor impact, distribution, and newsletter count will continue to be evaluated.
HUA Employee Handbook and Benefits Review (enclosure). The evaluation is on-going and the TLLCISI Committee will provide more information on determining what benefits could be offered and the eligibility requirements that would be considered for the permanent, part-time employees of HUA.
Pond 5 Retaining Wall (enclosure). Pond 5 has a block retaining wall with a drainage pipe from the residential area that was terminated too close to the wall blocks, causing degradation of the wall. Proposals were received from Aspen Landscape and Villarreal Inc. Villarreal is the recommended vendor considering price and the reputation they have with HUA on landscape, walls, and snow removal projects. Carole Stern made a motion to accept the Villarreal proposal for the retaining wall of Pond 5, not to exceed $1,600, seconded by Mark Hutchison. At vote, all aye, motion carried.
Hidden Hills Townhome Garage Downspouts (enclosure). The Dunham Road area has a 24-bay, back-to-back garage unit that does not have enough gutter pitch for the runoff to the two downspouts. This results in ice-damming, and overflow that freezes in winter, creating a large icing hazard. This proposal includes burying downspouts for underground drainage, with HeatherRidge Townhome Association #1 paying for the gutters and downspouts, and HUA contracting for the drainage work. Owen Hill made a motion to accept the proposal by Neil Reinhardt, not to exceed $2,960, for the drainage work, seconded by Linda Kirby. At vote, all aye, motion carried.
Covered Bridge Recreation Center (CBRC) Roof (enclosure). The spring property walk-through determined water marks in the roof and ceiling area, the roof age is approximately 20 to 30 years old. The CBRC Neighborhood Committee acknowledged the need to replace the roof and gave approval to receive quotes. Three proposals were received and there was considerable discussion on the differences replying to the specifications (materials, labor, and warranty). There are different pricing options for outside venting and additional plywood base replacement if required. Owen Hill made a motion to accept the Shakes proposal for $7,970 (plus the replacement of rotted sheathing at additional cost), seconded by Sam Dent. At vote, three, aye; five, nay, motion failed. After more discussion on venting, plywood sheathing replacement and warranty, Linda Kirby made a motion to accept the proposal by Local Roofing at the cost of $7,865 plus $65 per each plank of plywood, seconded by Sam Dent. More discussion and the motion is amended (by Linda Kirby and Sam Dent) to accept the proposal by Local Roofing at the cost of $7,865 plus $65 per each plank of plywood WITH confirmation of acceptable references on materials and workmanship. At vote, six, aye; two, nay, motion carried.
Covered Bridge Sauna. The “Dry” sauna at the CBRC has been broken again by a resident throwing water on the dry sauna, shorting out the electrical equipment and creating a significant safety hazard. Signs have been posted, and in the past easier breaker repairs have been done, but this is a major replacement of the entire mechanism at a cost between $2,000 and $3,000. The CBRC Neighborhood Committee recommends closing the sauna as it is cost prohibitive to repair and has very little usage. Cris Mekuly made a motion to close the CBRC dry sauna after repeated abuse of the equipment and significant safety threat, seconded by Linda Kirby. The motion was modified to have it closed after this announcement period if any resident submits a valid reason to contest the closure. At vote, all aye, motion carried.
Employee Health Insurance. Humana gave notice of a 20% increase in the premium for the health care and Al Villasenor had the broker contest the increase and also solicit other bids. The other bids were even higher and Humana did reduce the increase to 15.2%. Mark Hutchison made a motion to approve the extension of the Humana insurance coverage at the quoted price, seconded by Linda Kirby. At vote all aye, motion carried.
HUA will continue to work with the broker to find good coverage at more reasonable prices for this next year.
OPEN DISCUSSION FOR HOMEOWNERS:
The Management Report was inadvertently missing from the distribution table, it is available at the HUA office.
Jackie Larson of the StoneyBrook neighborhood asked if the HeatherRidge Happenings can be distributed by e-mail and published on the web site. HUA will explore those options and the technology needed to accomplish.
Linda Kirby made a motion to adjourn the meeting, seconded by Sam Dent; at vote, all aye, motion carried.
Adjournment at 8:38 pm. Next Meeting – Tuesday, June 28, 2011
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Sam Dent – HUA Board Secretary Cathy McGrath – Recording Secretary
An Executive Session was held at the conclusion of the regular meeting.
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