HeatherRidge Umbrella Board Meeting Minutes July 2005

OCTOBER 24, 2006 MINUTES: Todd Campbell made a motion to approve the October 24, 2006 minutes, seconded by Paul Kelly; all aye, motion carried.

ACTING PRESIDENT’S REMARKS: Carol Marker remarked that Patrick will be returning to office on Thursday, December 1, 2007. She also noted that job descriptions were given to HUA Board members and the TLLCISI Committee for review, official approval is expected after the first of the year.

TREASURER’S REMARKS: Owen Hill had distributed financial reports and HUA is in a good financial position. The transfers for HUA Reserves were noted for the CRF roof and the tennis courts. It was agreed that our year-end figures help determine how successfully the 2006 Budget was. Jack Nowry made a motion to approve the Treasurer’s Report, seconded by Sam Dent; at vote, all aye, motion carried.

Totals Totals as of Change from

CASH POSITION 9/30/2006 Operating Reserves 10/31/2006 Previous Month

Umbrella $357,148.39 $ 94,934.82 $351,672.31 $446,607.13 $ 89,458.74

CRF $ 52,115.78 $ 10,749.82 $ 0.00 $ 10,749.82 ($ 41,365.96)

CRF - Clubhouse $ 35,486.71 $ 18,201.58 $ 5,215.40 $ 23,416.98 ($ 12,069.73)

Golf $195,741.17 $122,784.32 $ 55,615.82 $178,400.14 ($ 17,341.03)

CBRC $ 52,125.21 $ 19,276.67 $ 35,069.14 $ 54,345.81 $ 2,220.60

HHRC $ 26,164.25 $ 6,804.75 $ 21,839.81 $ 28,644.56 $ 2,480.31

SBCRC $ 60,588.15 $ 15,366.00 $ 45,981.06 $ 61,347.06 $ 758.91

TOTALS $779,369.66 $288,117.96 $515,393.54 $803,511.50 $ 24,141.84

HUA OPERATING INCOME & EXPENSES Current Month Year-to-Date

Actual Budget Difference Actual YTD Budget YTD Difference YTD

INCOME $113,277.63 $112,247.06 $ 1,030.57 $1,126,004.06 $1,122,470.60 $ 3,533.46

Landscape $ 43,779.67 $ 45,688.88 $ 1,909.21 $ 463,616.67 $ 501,723.80 $ 38,107.13

Security $ 19,483.41 $ 22,327.75 $ 2,844.34 $ 191,203.14 $ 225,558.95 $ 34,355.81

Administration $ 19,028.94 $ 19,022.90 ($ 6.04) $ 197,878.34 $ 204,481.27 $ 6,602.93

Maintenance $ 14,472.86 $ 17,406.47 $ 2,933.61 $ 164,953.17 $ 207,340.70 $ 42,387.53

INCOME (LOSS) $ 16,512.75 $ 7,801.06 $ 8,711.69 $ 108,352.74 ($ 16,634.12) $ 124,986.86

CRF OPERATING INCOME & EXPENSES Current Month Year-to-Date

Actual Budget Difference Actual YTD Budget YTD Difference YTD

INCOME $ 19,457.20 $ 15,951.09 $ 3,506.11 $ 177.137.23 $ 153,510.90 $ 23,626.33

EXPENSES $ 13,800.41 $ 10,779.86 ($ 3,020.55) $ 127,693.08 $ 124,178.95 ($ 3,514.13)

INCOME (LOSS) $ 5,656.79 $ 5,171.23 $ 485.56 $ 49,444.15 $ 29,331.95 $ 20,112.20

CBRC OPERATING INCOME & EXPENSES Current Month Year-to-Date

Actual Budget Difference Actual YTD Budget YTD Difference YTD

INCOME $ 2,663.35 $ 2,569.68 $ 93.67 $ 27,039.13 $ 25,696.80 $ 1,342.33

EXPENSES $ 2,498.12 $ 2,267.78 ($ 230.34) $ 20,987.88 $ 24,638.64 $ 3,650.76

INCOME (LOSS) $ 165.23 $ 301.90 ($ 136.67) $ 6,051.25 $ 1,058.16 $ 4,993.09

HHRC OPERATING INCOME & EXPENSES Current Month Year-to-Date

Actual Budget Difference Actual YTD Budget YTD Difference YTD

INCOME $ 2,895.97 $ 2,871.00 $ 24,97 $ 29,381.46 $ 29,220.00 $ 161.46

EXPENSES $ 3,083.45 $ 3,613.83 $ 1,530.38 $ 28,695.17 $ 29,914.80 $ 1,219.63

INCOME (LOSS) $ 812.52 ($ 742.83) $ 1,555.35 $ 686.29 ($ 694.80) $ 1,381.09

SBCRC OPERATING INCOME & EXPENSES Current Month Year-to-Date

Actual Budget Difference Actual YTD Budget YTD Difference YTD

INCOME $ 1,733.12 $ 1,679.10 $ 54.02 $ 17,236.26 $ 16,791.00 $ 445.26

EXPENSES $ 1,279.83 $ 1,562.48 $ 282.65 $ 16,630.45 $ 15,689.80 ($ 940.65)

INCOME (LOSS) $ 453.29 $ 116.62 $ 336.67 $ 605.81 $ 1,101.20 ($ 495.39)

COMMUNITY MANAGER’S REPORT: A Community Manager’s report was submitted in writing and was available to the audience. Bob Marcus recapped the major issues. The Stormwater Management funding will not be available for our spillway or ponds as it is designated for the Chicago River North Branch and we are in the DesPlaines tributary. There is a possibility of future funding for pond restoration and naturalization through the DesPlaines program, submission deadline is August 1, 2007. Owen Hill made a motion to accept the Community Manager’s Report, seconded by Paul Kelly. At vote, all aye, motion carried. See the entire Management Report following these minutes in the HeatherRidge Happenings.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee. No report.

Finance Committee: Reserve funding issues were discussed, to include the CRF roof replacement that came in ahead of the projected Six-Year Plan schedule. Reimbursements have been made from the CRF and Golf accounts. The Finance Committee has done a commendable job on the Six-Year Plan and budgeting and it should be noted that the CRF roofing was executed earlier than planned because of the condition of the roof. The payroll service from ADP was reviewed, we pay approximately $60 monthly and Summit Management is considering a bid if they can match that price, which is unlikely. Jack Nowry made a motion to approve the Finance Committee Report, seconded by Sam Dent. At vote, all aye, motion carried.

Golf and Tennis Committee: Carol did an update on golf reserves (Elroy Wilke is out of town). Carol introduced a recent fencing problem at the Golf Maintenance building. Portions of the north-side fencing have collapsed, and Golf Visions and HUA will be looking at various alternatives for repair and/or replacement of the fencing. Carol is working with our Architecture/Maintenance Chairperson Jack Nowry, Maintenance Chief Jason Shamrock, and HUA President Patrick Perry to determine the best solution and course of action. Solutions may range from segment repairs to entire replacement, along with slight entrance changes as well. Areas of responsibility to cover costs for the project, along with the utilization of either golf or HUA in-house personnel versus outside vendors has yet to be discussed or determined. Resurfacing the compound around the Golf Maintenance building will also be a future issue. Carol and the HUA Board recommended that the Community Manager get bids for full fence replacement and also for replacement of the fencing that has collapsed. Fencing proposals and the funding responsibility will be on the HUA Board January agenda. No formal report or need for report approval.

Landscape Committee: No meeting was held in November. The Landscaping Three-Year Plant Management Program will be presented in New Business.

Ponds Committee: The spillway engineering proposals will be reviewed in Old Business. A Gurnee resident has requested permission to fish in our ponds, it has been deferred until spring when fishing season resumes. The committee is reviewing the Corporate Attorney’s information on pond ownership and will determine maintenance responsibilities among HUA and Fairway Ridge. Todd Campbell will be having a Ponds Committee meeting, they will also be investigating the North Branch Watershed (or DesPlaines region) Project as it could be a source of funding for HUA ponds. Jack Nowry moved to accept the Ponds Committee Report, seconded by Paul Kelly. At vote, all aye, motion carried.

Recreational Activities Committee (RAC): Sam reported a committee meeting is scheduled for November 29. The CRF is still functioning after the resignation of Roberta Pfeiffer and it is hoped that the RAC and resident volunteers can continue to hold the scheduled functions until a decision is made on the position of Social Director/Clubhouse Manager. Residents are encouraged to contact Sam Dent, his committee members, or the HUA office to volunteer and with offers of assistance. Carol Marker has assisted Sam and the RAC in initiating his newly appointed Chairmanship and in maintaining the services of the CRF. The Community Manager and HUA employees are also stepping forward to help. No formal report or motion required.

Security Committee: No report.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): The committee met on November 2, 2007. It is working on an ethics statement for HUA employees. Paul Kelly clarified that the request to the homeowner associations for copies of their management company contracts was not meant to be for approval or disapproval. The intent was to review and possibly provide recommendations or suggestions that could assist residential boards with negotiating their contracts. The next meeting will be held Thursday, January 4, 2007. Todd Campbell made a motion to approve the TLLCISI Report, seconded by Sam Dent. At vote, all aye, motion carried.

Welcoming Committee: The Welcoming Committee does not meet in November or December. The next regular meeting will be on January 16, 2007 at 7 pm at the CRF.

OLD BUSINESS:

Spillway Engineering Proposal. The proposals received varied widely in price ($750 - $19,000) and the proposals will make an engineering recommendation, not actually perform any repair or restructuring work. The HBIS Engineering was selected to conduct the structural inspection, documentation review, field sketch, and to submit a report of findings and conclusions. The charges are hourly rates and expected to be n the range of $750. There will be a retainer fee of $375 to be paid immediately. Todd Campbell made a motion to accept the HBIS Engineering proposal with the hourly charges not to exceed a total of $1,500. The $375 will be issued with a purchase order as soon as possible. Weather permitting, we would like to have the evaluation by January 2007. Sam Dent seconded the motion and at vote, all aye, motion carried.

NEW BUSINESS:

Landscaping Three-Year Plant Management Program. Landscape Chief, Brad Banwart, submitted a detailed specification and request for proposals to three vendors (Brickman Group, Care of Trees, and Davey Tree). There is a substantial cost difference between Brickman Group and the Care of Trees, and Davey Tree chose not to bid on the work. The Landscape Department and Committee recommend selecting Brickman Group based on price, work history, and their knowledge and experience of the HeatherRidge property. Owen Hill made a motion to accept the Brickman Group proposal, seconded by Gordon Lind. Paul Kelly made a subsidiary motion to postpone the proposal acceptance until January 2007 pending a re-bid with multiple other vendors. Todd Campbell seconded. After more discussion of the purchasing policy, the cost differences, and the previous experience of both the responsive bidders, the vote on the subsidiary motion was two aye, five nay, motion failed. The original motion to accept the Brickman Group proposal was voted on, five aye, one nay, and one abstention. Motion carried.

HUA 2007 Budget. Jack Nowry made a motion to approve the HUA 2007 Budget as presented and in the revised format of the Cover Sheet. Paul Kelly seconded, and at vote, all aye, motion carried. The Golf 2007 Budget had been presented for review in October 2007. Todd Campbell made a motion to accept the Golf 2007 Budget, seconded by Owen Hill. At vote, all aye, motion carried.

Memorial Bench Program. Carol Marker explained the interest in offering memorial benches as well as the existing memorial tree program. The Landscape and Maintenance Departments were involved in the program and the selections consider low maintenance, resistance to harsh weather, vandal-proofing, and minimal interference with landscaping work. Jack Nowry made a motion to approve the Memorial Bench Program, seconded by Todd Campbell. It was noted that the program is paid strictly by private funds, and would not be a budgeted item. At vote, all aye, motion carried.

OPEN DISCUSSION FOR HOMEOWNERS:

Jayne Jones of the Hidden Hills neighborhood volunteered to help with the interviewing and hiring process for the Social Director/Clubhouse Manager, and also to help with CRF events that have been scheduled. Sam Dent is looking for volunteers to work with his RAC and HUA employees. Volunteers are encouraged to contact Sam Dent or call the HUA office ((847) 816-9300). The RAC meeting is Wednesday, November 29, 2007.

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

Adjournment at 8:00 pm. Next Meeting – Tuesday, January 23, 2007

_______________________________ _________________________________
Jack Nowry – HUA Board Secretary Cathy McGrath – Recording Secretary