HeatherRidge
Umbrella Board Meeting Minutes
October 2006
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BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), October 24, 2006
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.
Acting President Carol Marker called the meeting to order at 7:00 pm. Present: Todd Campbell, Sam Dent, Owen Hill, Paul Kelly, Gordon Lind, Carol Marker, Jack Nowry, and Elroy Wilke.
SEPTEMBER 26, 2006 MINUTES: Owen Hill made a motion to approve the September 26, 2006 minutes, seconded by Sam Dent; all aye, motion carried.
ACTING PRESIDENT’S REMARKS: Carol Marker asked everyone to have Patrick and Dilora Perry in their thoughts, Patrick will be returning as President in December. Carol feels that an “even” number of Board members at vote can be difficult and that she would not be voting on motions brought to the floor. Carol mentioned that at the September meeting she had been asked to serve as interim Chairperson of the Recreational Activities Committee (RAC). Since then, Sam Dent has been elected as a Director and has stepped up to be the RAC Chairperson. His experience and background are well suited for the position and Patrick Perry has appointed him.
TREASURER’S REMARKS: Owen Hill reviewed the Treasurer’s Report and it is noted that HUA is in a good cash position. Jack Nowry moved to accept the Treasurer’s Report, seconded by Todd Campbell. Paul Kelly asked about the income tax liability of positive variances and that has been explored. It is important to review the last quarter financials as many large expenditures may come in those months. It was noted that IRS Rule 70-604 provides for transferring excess operational dollars into the reserves, this is routine and is taken care of when the taxes are prepared. At vote, all aye, motion carried.
Totals Totals as of Change from
CASH POSITION 8/31/2006 Operating Reserves 9/30/2006 Previous Month
Umbrella $316,677.67 $ 85,606.23 $271,542.16 $357,148.39 $ 40,470.72
CRF $ 56,407.98 $ 7,689.46 $ 44,426.32 $ 52,115.78 ($ 4,292.20)
CRF - Clubhouse $ 33,087.53 $ 14,267.15 $ 21,219.56 $ 35,486.71 $ 2,399.18
Golf $163,565.74 $140,182.34 $ 55,558.83 $195,741.17 $ 32,175.43
CBRC $ 51,206.47 $ 18,641.45 $ 33,483.76 $ 52,125.21 $ 918.74
HHRC $ 25,704.15 $ 7,603.15 $ 18,561.10 $ 26,164.25 $ 460.10
SBCRC $ 58,061.57 $ 18,055.91 $ 42,532.24 $ 60,588.15 $ 2,526.58
TOTALS $704,711.11 $292,045.69 $487,323.97 $779,369.66 $ 74,658.55
HUA OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $112,192.11 $112,247.06 ($ 54.95) $1,012,726.43 $1,010,223.54 $ 2,502.89
Landscape $ 48,863.73 $ 45,580.13 ($ 3,283.60) $ 419,837.00 $ 456,034.92 $ 36,197.92
Security $ 16,169.42 $ 22,827.75 $ 6,658.33 $ 171,719.73 $ 203,231.20 $ 31,511.47
Administration $ 14,815.28 $ 19,052.90 $ 4,237.62 $ 178,849.40 $ 185,458.37 $ 6,608.97
Maintenance $ 15,169.99 $ 19,581.47 4,411.48 $ 150,480.31 $ 189,934.23 $ 39,453.92
INCOME (LOSS) $ 17,173.69 $ 5,204.81 $ 11,968.88 $ 91,839.99 ($ 24,435.18) $ 116,275.17
CRF OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 17,379.13 $ 15,951.09 $ 1,428.04 $ 157,680.03 $ 137,559.81 $ 20,120.22
EXPENSES $ 12,837.15 $ 19,285.27 $ 6,448.12 $ 113,399.09 $ 113,399.09 ($ 493.58)
INCOME (LOSS) $ 4,541.98 ($ 3,334.18) $ 7,876.16 $ 24,160.72 $ 24,160.72 $ 19,626.64
CBRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,646.01 $ 2,569.68 $ 76.33 $ 24,375.78 $ 23,127.12 $ 1,248.66
EXPENSES $ 3,241.45 $ 2,461.53 ($ 779.92) $ 18,489.76 $ 22,370.86 $ 3,881.10
INCOME (LOSS) ($ 595.44) $ 108.15 ($ 703.59) $ 5,886.02 $ 756.26 $ 5,129.76
HHRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,891.67 $ 2,871.00 $ 20.67 $ 26,485.49 $ 26,349.00 $ 136.49
EXPENSES $ 3,133.95 $ 3,477.81 $ 343.86 $ 26,611.72 $ 26,688.47 $ 76.75
INCOME (LOSS) ($ 242.28) ($ 606.81) $ 364.53 ($ 126.23) ($ 339.47) $ 213.24
SBCRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 1,726.02 $ 1,679.10 $ 46.92 $ 15,503.14 $ 15,111.90 $ 391.24
EXPENSES $ 1,914.00 $ 1,698.98 ($ 215.02) $ 15,350.62 $ 14,127.32 ($ 1,223.30)
INCOME (LOSS) ($ 187.98) ($ 19.88) ($ 168.10) $ 152.52 $ 984.58 ($ 832.06)
COMMUNITY MANAGER’S REPORT: A Community Manager’s report was submitted in writing and was available to the audience. Several of the items will be reviewed in new and old business. The landscaping issues and adherence to the Declarations and the Rules and Regulations will be documented in an article to be published in the November 2006 HeatherRidge Happenings. A formal resolution will also be presented to the HUA Board after review by the corporate attorney. Golf Visions met with the HUA Board and Golf Committee members clarifying issues of concern, that report is being finalized. The third vendor’s proposal for the concrete spillway and retaining walls by the large pond on the golf course is still being assembled for presentation to the HUA Board. The Finance Committee met with A-1 Total Security to negotiate a settlement on the key card printer. The paving of Dunham Road, Dixon Court, and at 5801 Manchester Drive is tentatively scheduled for the week of November 6, 2006. Poor weather conditions have impacted the paving schedule. The silt bag behind Drury Court has also been affected by the weather. It will have to remain until spring as trying to open and clear it would cause considerable damage to the sod and turf, neighbors have been notified. Roberta Pfeiffer has worked hard over the past month becoming familiar with the operation and working with the RAC to restructure rates and procedures. We had good attendance at the OktoberFest and the food and entertainment were terrific. Todd Campbell 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: Owen Hill reported on the revised Financial Committee report distributed at the meeting. Security for CRF Clubhouse events was discussed and it is being worked out with our Security Department Chief, Bob Marcus, Roberta Pfeiffer, and the RAC. The new fee schedule will be discussed in New Business. Jack Nowry made a motion to approve the Finance Committee Report, seconded by Gordon Lind. At vote, all aye, motion carried.
Golf and Tennis Committee: Elroy Wilke reported on the Golf and Tennis Committees. Tennis Budget has been approved by the Committee and is included in the Golf Budget. Todd Campbell made a motion to accept the Golf and Tennis Report, seconded by Jack Nowry. Elroy will provide more detail to Paul Kelly about the tennis budget in the next few weeks. At vote, all aye, motion carried.
Landscape Committee: No report.
Ponds Committee: The ownership of the ponds is still being determined by our corporate attorney. Todd Campbell will be calling a meeting of the Ponds Committee. He also has information forwarded from the Village of Gurnee about the North Branch Watershed Project to investigate. It may be a source of funding for HeatherRidge. Owen Hill made a motion to accept the Ponds Committee Report, seconded by Jack Nowry. At vote, all aye, motion carried.
Recreational Activities Committee (RAC): The first meeting was held October 2, 2006, the new committee is representative of several neighborhoods. The OktoberFest was successful and the TGIF opening time will be changed to 5:30 pm as there is little or no attendance as early as 5:00 pm. The November 10th TGIF will offer a chance to meet our new Social Director Roberta Pfeiffer; the tree-trimming party will be December 8th (bring canned good donation if you like); an employee appreciation luncheon is planned for December 14; and Breakfast with Santa (for children and sponsors) will be held December 16, 2006. The financial information will continue to be available, although it will be prepared and maintained by our Accountant Deb Garcia. It was noted that personnel issues are discussed at Executive Committee and the next one planned is after the November 28, 2006 HUA Board meeting. Jack Nowry made a motion to accept the RAC Report, seconded by Elroy Wilke. At vote, all aye, motion carried.
Security Committee: No formal report, it was noted that the Security Committee will be included in discussions of CRF Clubhouse security and party issues.
Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): The committee is considering 15 mph speed limit signs within HeatherRidge. Research was done to determine the origin of the “18-inch” area allowed for planting annuals around housing units, it could not be determined. The committee will continue to document existing and planned project and maintenance contracts for tracking, re-competing, and timeliness. An ethics policy is being prepared for the HUA Board and HUA employees, input is welcome from HUA Directors and residents. The next meeting will be Thursday, November 2, 2006 at the CRF conference room, a December meeting has not been planned for yet. The HeatherRidge Rules and Regulations are being revised. Carol asked all Directors to review the document during this next month and offer recommendations and changes to the TLLCISI Committee. The committee is considering separating the CRF portion of the rules and regulations as it is more likely to change and be updated more often. Summit Management will be networking the three HUA office computers, and installing the Outlook and TOPS programs to assist in the work order process, calendars, and office organizational files. Also, contract review , 90-days ahead, will be available to the Community Manager so that bids can be sought and provided to the HUA Board in a timely manner. Owen Hill made a motion to accept the TLLCISI Report (report only, the recommendations will be acted upon separately), Todd Campbell seconded. At vote, all aye, motion carried.
Welcoming Committee: There was a Welcoming Committee meeting on October 17, 2006, two new residents attended. Welcoming Committee meetings are not held in November or December. The next regular meeting will be on January 16, 2007 at 7 pm at the CRF. The list of new residents was available for the audience.
OLD BUSINESS:
Spillway Engineering Proposal. The spillway near the large footbridge and near the 5th tee has developed cracks and structural problems. We are waiting for the report from the third engineer to submit his evaluation. We have had two quotes ($3,800 and $750) to prepare a recommendation and plan, the third engineer is more skilled in geotechnical engineering for water structures (as the others were more general structural engineers) and we are expecting his report within a week. We also will be investigating the North Branch Watershed Project to see if we would qualify for any funding support. We will need the actual repair costs and engineering plan before bringing the issue to Board motion in the near future.
2007 Budget. No questions or issues were directed to Owen Hill.
Recreation Center Badge Makers and Readers. The printer and supplies were placed on a Purchase Order from Oliver Merriam in January 2006, unfortunately the PO only stated the model and price, there were no operational specifications. The way the PO was written, our corporate lawyer determined we are committed to honoring the contract. A meeting with A-1 Total Security was held and we negotiated the return of the ink and blank cards to reduce the price by approximately 50%, the funding would be from the reserve account. As directed by previous Board motion, we will proceed with the current recommendation for a Zebra printer and system. Discussion was held on creating specifications, using expert help if necessary, better evaluation and procurement processes by departments and management. The neighborhood chairpersons will be included in a meeting to determine specifications and requirements for the recreation centers. The neighborhood committee allocations for the printer and system were budgeted for, but have not been spent. It was determined that there would be a Board motion in New Business.
Ponds Update. There is no new information. Bob remarked that because the boundaries and actual ownership of the ponds is very confusing and vague, the corporate attorney researched (on a limited basis) it, and his conclusion is that the Fairway Ridge information that some ponds were deeded over was not correct (only pond 11 was deeded to Fairway Ridge). The “shared” ownership needs to be determined and we cannot provide full maintenance regardless of ownership and per the Declarations. The ponds in question have been taken out of the immediate cleaning schedule. The Ponds Committee will meet on this issue and arrange further meetings with Fairway Ridge.
NEW BUSINESS:
Landscaping Policy Letter and Resolution. The policy recommendations for landscaping and common ground issues will be published in the November 2006 HeatherRidge Happenings. A resolution for the HUA Board, including substantiating the recently Board-approved 18-inch perimeter, etc., will be reviewed by our attorney. There was discussion on enforcement and resident responsibility, what are the consequences of non-compliance. A motion to print the policy recommendation letter in the HeatherRidge Happenings was made by Paul Kelly, seconded by Gordon Lind, all aye, motion carried.
New CRF Clubhouse Rental Rate Approval. Owen noted the rental categories, charges, contracts, and agreement changes that have been developed, reviewed, and proposed by Roberta Pfeiffer and HUA Board Committees. Security procedures are also being refined and calls to the Gurnee Police Department for assistance will be billed to the rental sponsor and taken from the security deposit. Elroy Wilke made a motion to accept the new rental fees and rates (not including the contract documents that are still being finalized) proposed by the RAC, seconded by Sam Dent. At vote, all aye, motion carried.
Todd Campbell made a motion to accept the A-1 Total Security proposal as outlined to resolve the contract issue of the key card printer and system, the money to come from the reserve account. Jack Nowry seconded, all aye, motion carried.
OPEN DISCUSSION FOR HOMEOWNERS:
Joan Karkow of the Hidden Hills townhome neighborhood asked if the rental fees will be published in the HeatherRidge Happenings. Relevant information will be published.
Joan Wilts of the Hidden Hills townhome neighborhood, asked about CRF pricing for non-profit groups and sponsorship by a local golf league. She was advised to present the information to the Golf Committee.
Melissa Wilson, StoneyBrook asked for clarification of the budget amounts for the neighborhood recreation centers, Ann Richter was able to explain the budget process and timing. She would like to prepare a residential survey to determine usage of the different HeatherRidge and neighborhood rec centers and amenities. She asked if she could work with Bob Marcus for the preparation. She is also concerned about the architectural approval process and the inspections that are done yearly in StoneyBrook. Carol Marker explained about following the Declarations and also that we are governed by Village of Gurnee codes and building regulations.
Bob Adelman of HighPointe wondered what Ms. Wilson hoped to achieve with the survey, he said that the declarations allow an amenity to be replaced with a “like” amenity. He is concerned about the repetitious referral to the 18-inches allowed for annual plantings by residential buildings. He opposes placing 15 mph speed limit signs (as compensation for not allowing speed bumps?) throughout HeatherRidge. Additionally, our Security Department does not have enforcement authority for stopping and/or arresting speeders.
Todd Campbell made a motion to adjourn the meeting, seconded by Owen Hill. All aye, motion carried.
Adjournment at 8:40 pm. Next Meeting – Tuesday, November 28, 2006
_______________________________ _________________________________
Jack Nowry – HUA Board Secretary Cathy McGrath – Recording Secretary
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