BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), November 23, 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.     

PRESIDENT’S REMARKS:  Todd Campbell noted that Board member Terry Potash will be coming home but has an extensive rehabilitation process ahead, keep him in your thoughts and prayers.  President Campbell wishes all at HeatherRidge a safe, happy, and healthy holiday season.

VICE PRESIDENT’S REMARKS:  Owen Hill had no comments.

OCTOBER 25, 2011 MINUTES:  Linda Kirby made a motion to accept and approve the October 25, 2011 minutes, seconded by Carole Stern.  At vote, all aye, motion carried.

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

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

Al Villasenor noted the neighborhood address updates have been received and Annual Meeting and election letters will be going out shortly.  Residential Homeowner Associations have been asked to contribute to the formal process of handling delinquencies in assessments that is expected to be implemented in January 2012.  The Landscape Department has been installing timber posts throughout the community that are expected to provide guidance for plowing and for driving.  A new dump truck with hydraulics and plow has been ordered (replacing an older truck that will be traded in).  The report of storm damage (winter and summer) was distributed and discussed.  Sam Dent made a motion to accept the Management Report, seconded by Mark Hutchison.  At vote, all aye, motion carried.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.    No formal report or motion required.  

Audit Committee:  Discussion is deferred, no committee meeting was held.  More information will be given during the Old Business portion of the meeting.

Finance Committee:  A Finance Committee meeting was held on November 17, 2011.  The October financials were reviewed and the Treasurer has reviewed the checks issued for the past month, they are appropriate.  Owen Hill made a motion, seconded by Carole Stern, to receive and accept the Finance Report and the Report of Expenditures for October 2011.  At vote, all aye, motion carried.

General Election and Oversight:    No formal report or motion required.  The committee meeting will be held at the beginning of 2011.  Three candidates have already agreed to run for election for the three positions.

Golf and Tennis Committee:   Financial reports were distributed.  October was a more decent play month and had a good revenue stream.  A December meeting will be held.  Carole Stern made a motion, seconded by Cris Mekuly, to receive and accept the Golf and Tennis Report.  At vote, all aye, motion carried.

Landscape Committee:    A Landscape Committee meeting was held on November 11, 2011.  The storm damage report issued by the Landscape Chief was reviewed.  Owen Hill made a motion, seconded by Sam Dent, to receive and accept the Landscape Department Report.  At vote, all aye, motion carried.

Ponds Committee:  No formal report or motion required.

Publications Committee:  Issues and information deferred to New Business.  

Ponds Committee:  No formal report or motion required.

Recreational Activities Committee (RAC):  A visit from Santa Claus is planned for Sunday, December 11, 2011.  The HeatherRidge Clubhouse 2012 Operations Plan was submitted in November by Social Director Matt Nordigian.   

Security Committee:  No formal report or motion required.   

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  The committee met on November 21^st and issues will be addressed in the Business sections of the meeting.  The committee does recommend that the existing open house signage allowance of twice a year be sustained.  Further information in New Business. 

Welcoming Committee:   No November or December meetings are held.  The next regular meeting will be Tuesday, January 10, 2012.

OLD BUSINESS:  

Ratification of Landscape Dump Truck Purchase (enclosures).  Cris Mekuly made a motion to ratify the purchase of the Dump Truck for the Landscape Department (e-mail information and poll), seconded by Sam Dent.  At vote, all aye, motion carried. 

2010 HUA Audit Review and Financials (enclosures).  The enclosures were provided to the Board for review and information of the progress of the Audit and Letter of Compliance.  A meeting with all Residential Association Treasurers is planned for January 2012.

StoneyBrook Pathway Discussion (enclosure).  Mark Hutchison (Chairman of the Architecture and Maintenance Committee) has investigated usage and the most reasonable material for replacement of the sidewalk on Dunham Road (east of Colby Road and currently asphalt).  Mark Hutchison made a motion to replace the sidewalk along Dunham Road (east of Colby Road) with asphalt in the spring of 2012, seconded by Cris Mekuly.  At vote, all aye, motion carried.  The Community Manager will prepare specifications to solicit competitive bids for the project.    

Storm Damage Reports, HUA and Golf Course (enclosures with Management Report).  Al Villasenor reviewed the reports and noted that our own Landscape Department was able to perform most of the removal, restoration work, and product replacement.  Stump grinding, removal, and haul-away had to be contracted out.  A storm contingency line item has been included in the 2012 HUA Budget to cover storm, snow, and emergency incidents.  A report from Golf Visions detailed costs and the insurance coverage that helped finance damage repair. 

NEW BUSINESS:

StoneyBrook/Cambridge Recreation Center Awning and Furniture Replacements (enclosures).  The SBC Neighborhood Committee provided recommendations for replacement of chaise lounges and club chairs for the pool areas.  The main concerns were deterioration of the straps (strength and coloration) and warranty for such.  The original canvas canopy must be replaced, the metal infrastructure is stable.  United Canvas is the recommendation of the SBC Neighborhood Committee.  Significant discounts will be recognized for all items by ordering off-season during November.  Linda Kirby made a motion to accept the Admiral Outdoor Furniture proposal of $8,556.07 for chaise lounges and club chairs (with the discount), seconded by Carole Stern.  At vote, all aye, motion carried.  Sam Dent made a motion to accept the United Canvas and Awning proposal of $1,840.50 for the pool canopy for the SBC pool area, seconded by Linda Kirby.  At vote, all aye, motion carried.

Website Information from Publications Committee (enclosures).  There are three components to the Information Technology (IT) support for the HUA and Clubhouse websites and the HeatherRidge Happenings Newsletter.

• Creation and maintenance support for the Clubhouse and Banquet Facility is primary and will be best accomplished before the early 2012 marketing opportunities.  The website will take advantage of web search and facility visibility.
• The second phase will be the update and maintenance of the HUA website.  The website was originally created nearly ten years ago and is in an update-only mode in-house.  The IT support will be able to revamp the website, create necessary links, and provide regular update and maintenance.
• The HeatherRidge Happenings Newsletter is the third component.  The newsletter is currently created with Publisher software, has limited color production, and is printed in-house, eleven issues per year.  The vendor will update the appearance and the performance of the production and it is anticipated that a web version can be created, maintained, and provide advertisement enhancement and options.

The Rules of Order were suspended by a motion by Paul Kelly, second by Mark Hutchison, to allow for more information and discussion from Mike Adamczak (President of Breach of Mind) and the audience.  There was considerable discussion and the regular meeting re-convened.

The initial website development proposal by Mike Adamczak (Breach of Mind) is $1,129 to start immediately and have an operational Clubhouse website by the beginning of 2012.  A monthly maintenance and service fee of $350 will provide the regular update, refreshment, and creation of the Clubhouse and HUA website components and the presentation of the HeatherRidge Happenings Newsletter for printing (done in-house by HUA). 

Sam Dent made a motion to accept the Adamczak Breach of Mind proposal for website development, design, and maintenance of IT and website components for the HUA Clubhouse, the one-time cost of $1,129 for initial design and development, and a monthly cost of $350 for the IT maintenance for all three components, seconded by Carole Stern.  At vote, all aye, motion carried.

Carole Stern made a motion for the second phase of the website development proposal by Mike Adamczak, Breach of Mind, at $929 (and the inclusive monthly maintenance and service fee of $350 as stated in the above motion) to provide the HUA website re-design and regular maintenance (monthly and/or as required), seconded by Linda Kirby.  At vote, seven aye, one nay, motion carried. 

Newsletter Information from Publications Committee (enclosures).  Mark Hutchison made a motion to accept the proposal from Mike Adamczak (Breach of Mind) of $732 to prepare for the February 2012 and subsequent HeatherRidge Happenings Newsletters (eleven per year) with re-design and development of the printed newsletter copy (printing done in-house by HUA), seconded by Sam Dent.  (The monthly maintenance and service fee of $350 approved above includes the monthly newsletter presentation for printing for the eleven yearly issues.)  At vote, all aye, motion carried. 

Frequency of Allowing for the Open House Signage Policy (enclosure).  The policy of allowing open house signage within HUA has been restricted to once in April and once in September.  The real-estate market is very limited in these economic times and requests have been received to allow monthly open houses in HUA, at least until the market improves.  Paul Kelly made a motion to allow for open houses within HUA on a monthly basis for the year 2012 (when the policy will be reviewed again), seconded by Cris Mekuly.  At vote, seven aye, one nay, motion carried.  It should be noted that the TLLCISI Committee does not recommend changing the twice-yearly procedure. 

OPEN DISCUSSION FOR HOMEOWNERS: 

Ann Richter of the Hidden Hills Townhome neighborhood noted earlier discussion of allowing usage of the neighborhood recreation centers by the Social Director for parties (rather than the larger Clubhouse facility).  The neighborhood recreation centers require that an owner make the reservation, provide the security deposit, and be present during any event.  Consideration of allowing outside parties is a direct conflict.  The neighborhood recreation committees must have input to the policy and the HUA Resident Rules and Regulations would have to be changed.

Ann Richter further noted that the woods areas suffered significant damage and downed trees during the storms of 2011.  She asked that HUA and the Landscape Department look into restoration of some of the damage that makes the walking paths difficult or obstructed.  Also, the Conservation Club (not active now) used to maintain the walkways, spread wood chips, and help remove invasive plants, can HUA pursue some of those issues.

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

Adjournment at 8:40 pm.                                                         Next Meeting – Tuesday, January 24, 2012