BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), November 25, 2008

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

OCTOBER 28, 2008 MINUTES:  Todd Campbell made a motion to approve the October 28, 2008 minutes, seconded by Paul Kelly.  At vote, six aye, Patrick Perry abstained as he was not at the October meeting, motion carried.

PRESIDENT’S REMARKS:  Carol Marker reserved comments for later in the meeting, but noted the absence of Community Manager Bob Marcus who was on vacation.  Secretary Patrick Perry will make a list of action items for Bob Marcus.  

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  There was some discussion and Patrick Perry made a motion, seconded by Jim Petkus, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

 

PRELIMINARY Treasurer's Report for October 31, 2008
UMBRELLA CASH POSITION	Totals 9/30/08	Operating 10/31/08	Reserves 10/31/08	Totals 10/31/2008	Change from Prev. Month
	$372,314.88	$64,808.96	$325,992.21	$390,801.17	$18,486.29
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$119,252.57	$118,950.69	$301.88	$1,193,858.20	$1,189,506.90	$4,351.30
Landscape	$66,824.49	$71,388.09	$4,563.60	$584,545.44	$567,751.17	($16,794.27)
Security	$28,017.17	$30,028.16	$2,010.99	$206,229.22	$232,131.41	$25,902.19
Administration	$30,708.10	$21,571.48	($9,136.62)	$204,607.01	$197,899.71	($6,707.30)
Maintenance	$12,816.91	$23,246.02	$10,429.11	$213,163.20	$219,080.90	$5,917.70
Total Expenses	$138,366.67	$146,233.75	$7,867.08	$1,208,544.87	$1,216,863.19	$8,318.32
INCOME (LOSS)	($19,114.10)	($27,283.06)	$8,168.96	($14,686.67)	($27,356.29)	$12,669.62
CRF CASH POSITION	Totals 9/30/08	Operating 10/31/08	Reserves 10/31/08	Totals 10/31/2008	Change from Prev. Month
CRF	$13,820.76	$5,534.30	$8,698.43	$14,232.73	$411.97
CRF-Clubhouse	$6,819.17	$9,170.20	$0.00	$9,170.20	$2,351.03
Golf	$115,765.70	$94,965.79	$6,702.84	$101,668.63	($14,097.07)
TOTALS	$136,405.63	$109,670.29	$15,401.27	$125,071.56	($11,334.07)
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$14,182.46	$13,537.90	$644.56	$125,131.21	$127,879.00	($2,747.79)
EXPENSES	$21,389.50	$6,199.90	($15,189.60)	$115,774.94	$112,331.32	($3,443.62)
INCOME (LOSS)	($7,207.04)	$7,338.00	($14,545.04)	$9,356.27	$15,547.68	($6,191.41)
CBRC CASH POSITION	Totals 9/30/08	Operating 10/31/08	Reserves 10/31/08	Totals 10/31/2008	Change from Prev. Month
	$60,269.15	$19,049.01	$43,443.38	$62,492.39	$2,223.24
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,340.73	$2,569.68	($228.95)	$26,927.96	$25,696.80	$1,231.16
EXPENSES	$928.34	$2,332.78	$1,404.44	$32,056.55	$24,793.80	($7,262.75)
INCOME (LOSS)	$1,412.39	$236.90	$1,175.49	($5,128.59)	$903.00	($6,031.59)
HHRC CASH POSITION	Totals 9/30/08	Operating 10/31/08	Reserves 10/31/08	Totals 10/31/2008	Change from Prev. Month
	$40,745.55	$5,297.68	$37,143.56	$42,441.24	$1,695.69
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,364.40	$3,624.83	($260.43)	$36,613.68	$36,758.30	($144.62)
EXPENSES	$1,967.35	$4,106.65	$2,139.30	$38,506.74	$36,665.25	($1,841.49)
INCOME (LOSS)	$1,397.05	($481.82)	$1,878.87	($1,893.06)	$93.05	($1,986.11)
SBCRC CASH POSITION	Totals 9/30/08	Operating 10/31/08	Reserves 10/31/08	Totals 10/31/2008	Change from Prev. Month
	$34,199.75	$15,388.08	$23,675.59	$39,063.67	$4,863.92
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
EXPENSES	$1,729.05	$1,710.42	$18.63	$17,395.37	$17,104.20	$291.17
INCOME (LOSS)	$825.59	$1,535.38	$709.79	$21,321.07	$17,099.80	($4,221.27)
INCOME (LOSS)	$903.46	$175.04	$728.42	($3,925.70)	$4.40	($3,930.10)

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

Bob Marcus was not present, Paul Kelly noted some report highlights.  Paul Kelly also noted that the recreation center balconies and staircases have needed attention and asked that Bob Marcus be asked to revisit those issues.  Jim Petkus made a motion to receive and accept the Management Report, seconded by Sam Dent.  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:   The Audit Committee will schedule a meeting with the auditors within the next few months.

Finance Committee:  Paul Kelly had no formal Financial Report.   

Golf and Tennis Committee:  Patrick Perry noted that there are some changes needed that will move existing capital expenses into the operating expenses category.  There are a few articles that should be qualified as operating expenses.  Patrick Perry made a motion to receive and accept the Golf and Tennis Committee Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Landscape Committee:  No formal report or motion required.

Ponds Committee:  No formal report or motion required. 

Recreational Activities Committee (RAC):  Several holiday events planned to include a decorating party for the CRF tree on December 3, 2008.  An employee appreciation party will be held on December 12^th at the CRF from

3-5 pm (HUA office and shops will be closed).  Please note that TGIF will be open on all Friday evenings during December (to include Dec 26 and Jan 2).  Donations to the HUA food drive can be received at the HUA office or the CRF during their holiday events. 

Security Committee:  No formal report.  DSL lines will be placed at the recreation centers within the next few weeks.  The systems have to be in and working before the residents can be invited to get their new keycards.  It was noted that the Covered Bridge Recreation Center may need some additional wiring done.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  No formal report.

Welcoming Committee:  The next regular meeting will be held January 13, 2009.  There are no meetings are held in November or December.

OLD BUSINESS: 

Approval of 2009 HeatherRidge Umbrella Association Budget.  Patrick Perry made a motion, seconded by Todd Campbell to approve the 2009 Budget.  At vote, all aye, motion carried.

Approval of 2009 Golf Budget.  Patrick Perry made a motion to approve the 2009 Golf Budget, seconded by Sam Dent.  Jim Petkus noted that there is a clause that allows for future change to some budget items, how can it be approved without knowing what they are.  Paul Kelly stated that the golf contract requires approval before January 15, 2009, otherwise it is approved as proposed.  At vote, six aye, one nay, motion carried.

Approval of Costs for the Security Systems at the Covered Bridge and Hidden Hills Recreation Centers.  Patrick Perry made a motion, seconded by Gordon Lind, to accept the Security proposal presented and tabled at last month’s HUA Board meeting.  The motion was amended by Todd Campbell and seconded by Gordon Lind to be:  Hidden Hills Main Pool and Clubhouse security system and the Hidden Hills Cabana Pool security system shall be installed at a hardware and labor price not to exceed $17,562 plus Village of Gurnee Permits.  Additional ongoing monthly phone and system maintenance cost for both locations shall be $193 +/- 5%.  Covered Bridge pool and Clubhouse security system shall be installed at a hardware, permit and labor price not to exceed $8,342.  Additional ongoing phone and system maintenance expenses per month shall total $101.50 +/- 5%.  At vote, all aye, motion carried.

NEW BUSINESS:

Siding for Cabana Pool Building.  Hidden Hills Neighborhood Committee presented a proposal to have the Cabana pool building resided by Job 1 Inc. (Bill Bets).  Paul Kelly made a motion to accept the Bill Bets, Job 1 proposal, not to exceed $6,700 for siding and trim of the Hidden Hills Cabana pool building, seconded by Todd Campbell.  At point of order the motion was modified to use the name Job 1, Inc. as the vendor name, motion modified.  At vote, six aye, one nay, motion carried.

President Carol Marker noted that the next meeting will be January 27, 2009.  In that interim, all HUA Board members will be notified of any outstanding or critical issues that must be addressed.

Carol Marker noted that Patrick Perry will resign from the HUA board effective December 31, 2008 due to changes in his family responsibilities.  Members of the HUA Board and audience thanked Patrick Perry for his many years of service (applause) and the due diligence and professionalism he has shown during his years in office.

OPEN DISCUSSION FOR HOMEOWNERS:

Elaine Stein, Covered Bridge Condo neighborhood asked for a notice in the HeatherRidge Happenings asking walkers, bikers, and pedestrians to wear reflective clothing or carry lights to mark their presence when walking within HeatherRidge.  It is dangerous and very scary for drivers that come upon these folks unexpectedly.

Her previous suggestion of closing CRF blinds to save energy when the CRF is closed has been evaluated, but security considerations require sight and visual access from outside the building as well as within.

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

Adjournment at 7:35 pm.                                                                                      Next Meeting – Tuesday, January 27, 2009