BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), November 24, 2009

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, Paul Kelly, Linda Kirby, Jim Petkus, Terry Potash, and Jim Servis. 

OCTOBER 27, 2009 MINUTES:  Jim Petkus made a motion to approve the October 27, 2009 minutes, seconded by Paul Kelly.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell noted that this is the last HUA meeting of the year, and he wished the Board and all residents a happy holiday season.  Linda Kirby volunteered to help host the Employee Party on December 18.

VICE-PRESIDENT’S REMARKS:  Jim Petkus had no remarks.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Owen Hill made a motion, seconded by Linda Kirby, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

VICE-PRESIDENT’S REMARKS:  Jim Petkus had no remarks.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Linda Kirby 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, 2009
UMBRELLA CASH POSITION	Totals 9/30/09	Operating 10/31/09	Reserves 10/31/09	Totals 10/31/2009	Change from Prev. Month
	$715,264.55	$39,524.00	$641,377.12	$680,901.12	($34,363.43)
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,998.77	$123,663.59	$335.18	$1,236,130.96	$1,236,635.90	($504.94)
Landscape	$80,136.02	$72,844.88	($7,291.14)	$554,182.61	$584,153.92	$29,971.31
Security	$27,450.76	$30,681.93	$3,231.17	$228,829.15	$236,411.27	$7,582.12
Administration	$21,076.30	$22,495.64	$1,419.34	$208,187.81	$212,761.23	$4,573.42
Maintenance	$22,376.12	$23,863.79	$1,487.67	$219,432.91	$226,988.26	$7,555.35
Total Expenses	$151,039.20	$149,886.24	($1,152.96)	$1,210,632.48	$1,260,314.68	$49,682.20
INCOME (LOSS)	($27,040.43)	($26,222.65)	($817.78)	$25,498.48	($23,678.78)	$49,177.26
CRF CASH POSITION	Totals 9/30/09	Operating 10/31/09	Reserves 10/31/09	Totals 10/31/2009	Change from Prev. Month
CRF	$33,107.11	$7,856.06	$23,956.38	$31,812.44	($1,294.67)
CRF-Clubhouse	$28,040.29	$27,271.67	$0.00	$27,271.67	($768.62)
Golf	$176,003.80	$64,555.48	$72,032.57	$136,588.05	($39,415.75)
TOTALS	$237,151.20	$99,683.21	$95,988.95	$195,672.16	($41,479.04)
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$12,098.90	$13,277.99	($1,179.09)	$133,109.42	$128,531.90	$4,577.52
EXPENSES	$14,790.95	$14,364.37	($426.58)	$124,852.64	$114,845.22	($10,007.42)
INCOME (LOSS)	($2,692.05)	($1,086.38)	($1,605.67)	$8,256.78	$13,686.68	($5,429.90)
CBRC CASH POSITION	Totals 9/30/09	Operating 10/31/09	Reserves 10/31/09	Totals 10/31/2009	Change from Prev. Month
	$45,752.21	$11,239.20	$35,590.23	$46,829.43	$1,077.22
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,611.29	$2,569.68	$41.61	$26,399.04	$25,696.80	$702.24
EXPENSES	$2,919.08	$2,172.45	($746.63)	$35,579.52	$25,114.50	($10,465.02)
INCOME (LOSS)	($307.79)	$397.23	($705.02)	($9,180.48)	$582.30	($9,762.78)
HHRC CASH POSITION	Totals 9/30/09	Operating 10/31/09	Reserves 10/31/09	Totals 10/31/2009	Change from Prev. Month
	$33,910.89	$762.41	$34,887.36	$35,649.77	$1,738.88
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,823.00	$3,800.33	$22.67	$38,389.51	$38,513.30	($123.79)
EXPENSES	$3,105.56	$3,344.14	$238.58	$41,517.61	$39,140.15	($2,377.46)
INCOME (LOSS)	$717.44	$456.19	$261.25	($3,128.10)	($626.85)	($2,501.25)
SBCRC CASH POSITION	Totals 9/30/09	Operating 10/31/09	Reserves 10/31/09	Totals 10/31/2009	Change from Prev. Month
	$44,512.75	$17,393.33	$31,527.71	$48,921.04	$4,408.29
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,973.83	$1,919.22	$54.61	$19,490.77	$19,192.20	$298.57
EXPENSES	$1,970.75	$1,540.00	($430.75)	$20,459.67	$19,745.00	($714.67)
INCOME (LOSS)	$3.08	$379.22	($376.14)	($968.90)	($552.80)	($416.10)

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus noted that the Hidden Hills Recreation Center beam repair has been completed, but further structural issues need to be evaluated and recommendations received.  The Village of Gurnee has been reminded that there are potholes that need repair before winter, and that there are lighting issues along HeatherRidge Drive that need repair or replacement.  There has been considerable vandalism in the StoneyBrook neighborhood and along Gages Lake Road.  There are expanded police and HeatherRidge Security patrols in those areas.  There was clarification of the need to have each residential management company gather the most up-to-date, legal documents for the Declarations, Covenants, and By-Laws for each of the eight residential associations.  HUA will pursue getting the complete Declarations, Covenants, and By-Laws to include the 24 amendments that have been adopted since 1976.  The primary legal research can be through the corporate archives of Lake County.      Paul Kelly 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:   A Preliminary Audit Report has been received and an Audit Committee meeting will be scheduled for December or early January 2010.

Finance Committee:  Paul Kelly reported that the Committee met on November 23, 2009 to review the Golf Visions Golf Budget.  The Finance Committee voted to reduce the budget payroll in the winter months, and for a reduction in insurance premiums (as no proof of payment had been submitted).  Jim Petkus made a motion to receive and accept the Finance Committee Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Golf and Tennis Committee:  No formal report or motion required. 

Landscape Committee:  No formal report or motion required.

Ponds Committee:  No formal report or motion required.

Recreational Activities Committee (RAC):  No formal report or motion required.

Security Committee:  No formal report or motion required. 

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  Owen Hill presented his TLLCISI Report from the November 19, 2009 meeting.  Recommendations will be made during the New Business portion of the meeting.  Linda Kirby made a motion to receive and accept the TLLCISI Committee Report, seconded by Jim Servis.  At vote, all aye, motion carried.

Welcoming Committee:  No meetings are held in November and December.  The next regular meeting will be held January 12, 2010.

OLD BUSINESS: 

Approve HUA Budget for 2010.  Owen Hill made a motion to adopt the HUA Budget for 2010, seconded by Sam Dent.  At vote, all aye, motion carried.

Approve HUA Six-Year Plan.  Paul Kelly made a motion to adopt the HUA Budget for 2010 as presented and printed on November 20, 2009, seconded by Sam Dent.  At vote, all aye, motion carried.

Approve Golf Visions Golf Budget.  Paul Kelly made a motion to reduce the proposed 2010 Golf Visions Budget as submitted by the total of $28,520, reflecting payroll reduction for winter months when no rounds are played; and reduction in insurance premiums not supported by proof of premium payment.  Motion seconded by Sam Dent.  In discussion, the original reduction of $42,972 was re-evaluated to the figure of $28,520.  Golf Visions was not in favor of any reductions but HUA has the right to set the budget and Golf Visions must operate within it to the best of their ability.  Golf Visions is allowed to request changes for the board to consider.  President Campbell noted that any cost savings would be earmarked for capital improvements to the golf course (ponds, bridges, infrastructure).  At vote, 7 aye, 1 nay, motion carried.

NEW BUSINESS:

Landscape and Tree Management Plan.  The TLLCISI Committee studied the proposals received and used the spreadsheet distributed to evaluate bids.  The Committee made a recommendation to accept the proposal from Brickman.  It is noted that it is very difficult to anticipate the number of hours, or landscape material that is to be cared for a treated.  The proposals are for three-year care and some board members felt that it should be renewable yearly (which in effect it is as non-compliance or poor performance would constitute grounds for contract termination).  Linda Kirby made a motion to accept the three-year Landscape and Tree Management Plan, seconded by Sam Dent.  There was more discussion and at vote, 3 aye, 5 nay, motion failed.  Jim Servis made a motion to accept the proposal from The Care of Trees in one-year increments (providing that the proposal can be modified to accommodate that option), seconded by Sam Dent.  At vote, 7 aye, 1 nay, motion carried.  It was later clarified by Bob Marcus that we are accepting the “adjusted” amount from the spreadsheet, to be renewed in one-year increments, if possible.  Otherwise a three-year contract will be signed. 

Aquatic Weed Control Recommendation.  Owen Hill noted the recommendation of the TLLCISI Committee to accept the Scientific Aquatic Weed Control proposal at the low bid of $31,305 for a three-year contract.  Linda Kirby made the motion to accept the Scientific Aquatic Weed Control proposal three-year contract for $31,305, seconded by Jim Servis.  Paul Kelly requested that single year proposals be considered in the future.  At vote, all aye, motion carried.

Ratify Villarreal Landscape as the Replacement Vendor for Community Snow Shovelers.  President Campbell noted that the contract approved for Herbert Amaya at the September 22, 2009 HUA Board meeting cannot be completed as the company could not provide the insurance required by HUA.  The alternate competitive proposal is from Villarreal Landscape at the rates proposed.  Paul Kelly made a motion to accept and ratify the Villarreal Landscape snow shoveling and removal contract proposal at these rates, seconded by Linda Kirby.  At vote, all aye, motion carried.

Terry Potash requested that Bob Marcus schedule a meeting with Rinehart to discuss snow removal in the StoneyBrook neighborhood before the snow flies.  Terry Potash will provide agenda items to Bob Marcus.

Jim Petkus made a motion that Golf Visions give a synopsis and future budget recommendations for using the golf course as a seasonal contract, 9 months active, 3 months closed.  Document to be provided by June or July of 2010 for the 2011 season, to include cost savings and recommendations for saving money.  Motion seconded by Terry Potash.  At vote, 3 aye, 5 nay, motion failed.

OPEN DISCUSSION FOR HOMEOWNERS:  Homeowners present had no discussion items.

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

Adjournment at 8:26 pm.                                                         Next Meeting – Tuesday, January 26, 2010