HeatherRidge Umbrella Board Meeting Minutes July 2005

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

OCTOBER 23, 2007 MINUTES: Sam Dent made a motion to approve the October 23, 2007 minutes, seconded by Paul Kelly. At vote, five aye and one abstention as Patrick Perry could not attend the October meeting, motion carried.

ACTING PRESIDENT’S REMARKS: Todd Campbell presided as Carol Marker was out of town. Todd mentioned the Illinois Smoke-Free Act goes into effect January 1, 2008. Bob Marcus will meet with the the Social Director and the Golf Visions management to make sure HeatherRidge is in compliance. The act is enforced by the Illinois Department of Public Health, the Lake County Health Department and the Village of Gurnee. The Cabana Bar may be a problem as the law requires smoking to be outside of 15 feet of a door area. Todd noted that residents may review their tax bill cards and the Lake County web site has information for filing appeals. Protests to new tax increases must be filed by December 17, 2007. The HUA web site will note the address at which the information can be found. It is noted that home values have been reduced by 4% this year in Lake County.

TREASURER’S REMARKS: Paul Kelly gave the Treasurer’s Report. The funds were reduced as the paving bills were paid, it is in line with what we expected. Patrick Perry made a motion, seconded by Sam Dent, to receive and accept the Treasurer’s Report. At vote, all aye, motion carried.

Treasurer's Report for October 31, 2007
CASH POSITION	Totals 9/30/07	Operating 10/31/07	Reserves 10/31/07	Totals 10/31/2007	Change from Prev. Month
Umbrella	$462,406.03	$100,083.03	$287,544.39	$387,627.42	($74,778.61)
CRF	$43,140.03	$8,323.62	$36,631.60	$44,955.22	$1,815.19
CRF-Clubhouse	$11,107.03	$18,330.17	$0.00	$18,330.17	$7,223.14
Golf	$234,159.95	$109,767.77	$107,798.45	$217,566.22	($16,593.73)
CBRC	$67,960.27	$26,170.88	$44,656.98	$70,827.86	$2,867.59
HHRC	$34,358.02	$5,193.42	$31,053.33	$36,246.75	$1,888.73
SBCRC	$75,697.38	$20,086.12	$39,939.31	$60,025.43	($15,671.95)
TOTALS	$928,828.71	$287,955.01	$547,624.06	$835,579.07	($93,249.64)

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$113,695.07	$112,853.49	$841.58	$1,137,392.09	$1,128,534.90	$8,857.19
Landscape	$45,068.46	$53,364.29	$8,295.83	$516,838.82	$516,891.81	$52.99
Security	$21,425.71	$23,740.56	$2,314.85	$213,092.95	$238,485.45	$25,392.50
Administration	$19,132.32	$17,832.01	($1,300.31)	$184,963.92	$188,758.10	$3,794.18
Maintenance	$17,258.95	$16,942.21	($316.74)	$215,774.41	$199,122.10	($16,652.31)
INCOME (LOSS)	$10,809.63	$974.42	$9,835.21	$6,721.99	($14,722.56)	$21,444.55

CRF OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$14,628.27	$13,636.66	$991.61	$122,683.06	$130,366.60	($7,683.54)
EXPENSES	$12,539.00	$8,272.62	($4,266.38)	$102,780.94	$96,267.80	($6,513.14)
INCOME (LOSS)	$2,089.27	$5,364.04	($3,274.77)	$19,902.12	$34,098.80	($14,196.68)

CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,677.13	$2,569.68	$107.45	$27,204.74	$25,696.80	$1,507.94
EXPENSES	$1,333.86	$2,267.78	$933.92	$22,398.36	$24,917.80	$2,519.44
INCOME (LOSS)	$1,343.27	$301.90	$1,041.37	$4,806.38	$779.00	$4,027.38

HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,246.74	$3,224.33	$22.41	$32,850.61	$32,753.30	$97.31
EXPENSES	$2,568.87	$3,606.64	$1,037.77	$32,318.54	$32,771.40	$452.86
INCOME (LOSS)	$677.87	($382.31)	$1,060.18	$532.07	($18.10)	$550.17

SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,744.64	$1,675.62	$69.02	$17,349.10	$16,756.20	$592.90
EXPENSES	$1,572.78	$1,325.83	($246.95)	$16,158.84	$16,282.30	$123.46
INCOME (LOSS)	$171.86	$349.79	($177.93)	$1,190.26	$473.90	$716.36

MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. Bob summarized the written report. Patrick Perry noted that the Village of Gurnee needs a written response to the Gages Lake walkway paving project by the end of January, 2008. It is critical that HUA receive the cost-sharing figures for budgeting purposes before responding to the Village of Gurnee. Bob Marcus was asked to pursue the cost-sharing and the issue will be on the January 2008 meeting agenda. Bob Marcus said that the programming and printing problems for the key card badge system have been resolved. Key cards will be printed in the near future for the StoneyBrook/Cambridge Recreation Center residents. Paul Kelly remarked that the tree that has fallen into the waterway on the first fairway of the golf course still has not been removed, Community Manager to check on this. Paul Kelly made a motion to receive and accept the Management Report. 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: All questions submitted by HUA were answered in writing and at the November Audit Committee meeting. Ongoing issues include reducing our Federal income tax exposure; allocating costs to non-resident profit-making functions; and interest will be looked at in the next year. Patrick Perry made a motion to receive and accept the Audit Committee Report, seconded by Sam Dent. At vote, all aye, motion carried.

Finance Committee: Paul Kelly gave the Financial Report. The committee is reviewing the adjustments that are required for the 2008 Golf Operations Budget. Golf Visions has been requested to supply HUA with responses to the Finance Committee inquiries and to supply HUA with updated 2008 Golf Budget. Patrick Perry made a motion to receive and accept the Finance Committee Report, seconded by Gordon Lind. At vote, all aye, motion carried.

Golf and Tennis Committee: Sam Dent recapped the Golf and Tennis Report of the November 5, 2007 meeting. It is noted that Golf Visions has done projects in-house on the repair of the fairway mower and the irrigation system. Rounds of golf year-to-date are 29,312 and reserve funding is at $106,000. Patrick Perry noted that the Cabana Bar had a very good year in revenues. Paul Kelly asked that the capital expenditure entries be reviewed, he feels only one of the expenses (patio furniture) is appropriate. The other expenses appear to be non-capital and should go into operating expenses. It was noted that the patio furniture is also included in another account, it should not be counted in multiple accounts. There was discussion about golf course hours and when the course is closed to the public. Paul Kelly made a motion to receive and accept the Golf/Tennis Committee Report, seconded by Jim Servis. At vote, all aye, motion carried.

Landscape Committee: Paul Kelly recapped the Landscape Report that was available to the HUA Board and the audience. Broken and damaged timbers throughout the community are being replaced as materials and labor are available. The HUA Departments are ready for the winter plowing and salting, dormant pruning is in progress as scheduling permits. Jim Servis made a motion to receive and accept the Landscape Report, seconded by Sam Dent. At vote, all aye, motion carried.

Ponds Committee: No formal report.

Recreational Activities Committee (RAC): The RAC has a new committee member as they strive to represent all HUA neighborhoods. Cathy Felinczak of the Redwood Condos will serve. The upcoming events are noted. Tree-trimming on Wednesday afternoon, December 5^th; Glogg Tasting Friday evening December 14^th; Santa and Mrs. Claus will visit the Clubhouse on Sunday, December 16^th at noon, please attend with your kids, Grand Darlings, Nieces, Nephews, and Special Little Friends. A New Year’s Eve Party is planned and outside entertainment is not available or cost-prohibitive! Make this party a community event and let Cathy Hawkins know how you can help and what your ideas are for refreshments and in-house entertainment. Please note that volunteers are needed and welcomed to help with each of these events, as well as for the Employee Party that will be held on Friday afternoon, December 14^th. The liquor pricing schedule is being reviewed to include the “top-shelf” brands that are available in the Waterfall Lounge. The billboard sign on Route 120 will be discussed in Old Business and the signs that the golf course uses at Route 21 and on Gages Lake Road were discussed. It may be possible to “share” the signs as many events are seasonal for both the HUA and golf course. Refurbishment of the signs is also being considered and will be reviewed by the RAC and Golf/Tennis Committees. Without objection, Patrick Perry made the point that each employee may bring a guest to the December 14^th employee party.

Security Committee: No formal report.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): Gordon Lind will have a submission on the bidding and specification process for contracts for the January 2008 meeting. No formal report or motion required.

Welcoming Committee: The next regular meeting will be January 8, 2008 at 7 pm at the CRF. There are no Welcoming Committee meetings in November or December.

OLD BUSINESS:

Approval of 2008 HUA Budget. Paul Kelly made a motion to adopt the 2008 HUA Budget as presented on the Budget Cover sheet (dated November 21, 2007). This motion does not include the 2008 Golf Budget, it is exclusively the HUA 2008 Budget. Motion seconded by Patrick Perry, at vote all aye, motion carried.

Approval of the 2006 HUA Audit Report. Paul Kelly made a motion to approve the 2006 HUA Audit Report (distributed in August). The written questions submitted to the Auditor have been answered in writing and at the Audit Committee meeting in November 2008. Seconded by Patrick Perry, at vote all aye, motion carried.

Billboard Signs by Route 120. The sign companies will not create designs until a contract is accepted. There was discussion on the three bids that were received in October. The bids are not comparable as to size, UV protection, installation, and warranty. After more discussion and points of order, the decision was tabled until the three vendors provide quotations that are comparable on specifications. The motions to accept a “not to exceed” bid were withdrawn by Paul Kelly and Gordon Lind. Patrick Perry suggested that the RAC receive these bids and make a recommendation to the HUA Board at the January 22, 2008 Board meeting. Bob Marcus is to contact the vendors to get bids that meet specifications he will provide. This item will be included in Old Business on the January 22, 2008 HUA Board Meeting Agenda.

Approval of StoneyBrook/Cambridge Recreation Center Kiddie Pool Liner. Patrick Perry made a motion to accept the PoolCare-AquaTech proposal to reline the StoneyBrook/Cambridge Recreation Center Kiddie Pool at the expense of $4,850. There was discussion of the difficulty in comparing and separating the costs for the adult and kiddie pools on the other two bids. It was noted that the proposal was included in the October 2007 HUA Board packet, but was not acted upon at that meeting. The motion was seconded by Sam Dent and at vote, all aye, motion carried.

NEW BUSINESS:

New Replacement Windows (11) for the CRF. Patrick Perry made a motion to accept the proposal for the CRF window replacement from North Shore Home Improvement & Renovation, not to exceed $16,936.47 (with 50% due at signature of contract), seconded by Paul Kelly. Upon discussion it was determined that there was no stated warranty by the manufacturer or for the installation. Patrick Perry and Paul Kelly withdrew the motion and requested the Community Manager to work with each bidder to get the written warranty and specification information for the windows and for the installation.

Fuel – Gas Usage Policy. The Community Manager had been requested to develop a fuel and gas-usage policy for implementation and review with HUA and Golf Visions due to the increasing costs of fuel and budgetary purposes. Sam Dent made a motion to accept the proposed Fuel and Gas Usage Policy of November 1, 2007, seconded by Patrick Perry. At discussion, three other items were initiated to be implemented into the policy before it is accepted. Paul Kelly suggested separate keys for off-road vehicles. The second request is an off-road usage report (vehicle number registration and amount of gas used) as that information will be invaluable for purchasing and tax accounting purposes. The third addition would document the fuel usage with monthly reports, analysis, and tax reporting purposes: key identification; date and time of fill; amount of fuel; department; on- or off-road usage. All departments and users would have copies of the revised policy. It was requested that the policy be re-written to include these issues. The motion was amended by Sam Dent and Patrick Perry to include these revisions. There was further discussion of key accountability and availability, currently the Security, Landscape, and Maintenance Departments and Golf Visions have keys. The Community Manager will be required to review and audit the logs monthly. At vote, all aye, motion carried.

New Discussion: Paul Kelly brought up the Golf Budget and made a motion to adjust the 2007 Golf Budget, Golf Course Labor Costs, to eliminate the expenditure for temporary employees to fill in for one of the four permanent employees during the months of November and December. Motion seconded by Patrick Perry for the sake of discussion. It was clarified that presently when a permanent employee takes time off, a temporary employee is brought in to fill in. It was suggested that the motion be amended so that Golf Visions would need to apply to the HUA Board for that option should the need arise, giving HUA oversight. Paul Kelly and Patrick Perry amended the motion to require Golf Visions to apply for that option to the HUA Board of Directors should the situation arise. At vote, all aye, motion carried.

OPEN DISCUSSION FOR HOMEOWNERS:

Elaine Stein of the Covered Bridge Condos noted that the golf signs discussed earlier at Route 21 and at Gages Lake entrances needed replacement or refurbishment. The RAC will work with Golf Visions to get that taken care of. She is also concerned about energy costs and said that she noticed that the furnace blower had been operating for five minutes every ten minutes. Bob Marcus will ask the Maintenance Department to evaluate the energy and fan usage and will reply to her.

Ann Richter of the Hidden Hills Townhome neighborhood noted that the golf course is closed if there is frost (as well as snow) because the greens can be badly damaged by foot or cart traffic or usage.

Scott Paul, a realtor with ReMax, called attention to the security deposit requirements which are affecting the marketability and sales of HeatherRidge residential units. At point-of-order, Todd Campbell halted the discussion as Mr. Paul is not an owner/resident. Patrick Perry mentioned a conversation earlier in the day at the HUA office and that he had suggested that it could be brought up at the evening meeting. Paul Kelly made a motion to suspend the owner/resident requirement for speech at this meeting, seconded by Patrick Perry and at vote, all aye, motion carried. Mr. Paul continued to bring up the problems and barriers he has encountered as he represents HeatherRidge residents trying to sell their units. Todd Campbell noted that the HUA Declarations and By-Laws document the security deposit requirement and that there would need to be a request to change those Declarations and By-Laws that was agreed upon by 75% of the owner/residents of HUA. The Community Manager will work with the House of Delegates to determine if this is in the best interest of HUA. The Staff Accountant will confirm the account and balance.

Gordon Lind made a motion to adjourn the meeting, seconded by Paul Kelly. At vote, all aye, motion carried.

Adjournment at 8:25 pm. Next Meeting – Tuesday, January 22, 2008

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