BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), October 27, 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.  Jim Servis was absent. 

SEPTEMBER 22, 2009 MINUTES:  Todd Campbell asked that minutes be edited to reflect that the HUA Budget will be approved in November (Speaker of the House Marty Padilla had stated that he wanted a clarification as to which month the HUA Budget was to be approved).  Sam Dent made a motion to approve the corrected September 22, 2009 minutes, seconded by Linda Kirby.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell noted the passing of long-time resident Bill Gross of White Court.  A brief Executive Session will be held after this regular board meeting.  H1N1 vaccination information will be published in the HeatherRidge Happenings.  A flu advisory and vaccination notice by the Village of Gurnee was available to the HUA Board and audience.  The HUA Board will vote on the HUA and Golf Budgets at the November meeting.

 

Treasurer's Report for September 30, 2009
UMBRELLA CASH POSITION	Totals 8/31/09	Operating 9/30/09	Reserves 9/30/09	Totals 9/30/2009	Change from Prev. Month
	$673,668.86	$130,950.16	$584,314.39	$715,264.55	$41,595.69
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,712.66	$123,663.59	$49.07	$1,112,132.19	$1,112,972.31	($840.12)
Landscape	$49,576.38	$52,698.27	$3,121.89	$474,046.59	$511,309.04	$37,262.45
Security	$21,018.03	$22,067.62	$1,049.59	$201,378.39	$205,729.34	$4,350.95
Administration	$25,185.03	$22,764.86	($2,420.17)	$186,670.48	$190,265.59	$3,595.11
Maintenance	$15,843.56	$18,698.21	$2,854.65	$197,056.79	$203,124.47	$6,067.68
Total Expenses	$111,623.00	$116,228.96	$4,605.96	$1,059,152.25	$1,110,428.44	$51,276.19
INCOME (LOSS)	$12,089.66	$7,434.63	$4,655.03	$52,979.94	$2,543.87	$50,436.07
CRF CASH POSITION	Totals 8/31/09	Operating 9/30/09	Reserves 9/30/09	Totals 9/30/2009	Change from Prev. Month
CRF	$30,629.81	$9,864.18	$23,242.93	$33,107.11	$2,477.30
CRF-Clubhouse	$22,561.43	$28,040.29	$0.00	$28,040.29	$5,478.86
Golf	$148,037.05	$138,264.33	$37,739.47	$176,003.80	$27,966.75
TOTALS	$201,228.29	$176,168.80	$60,982.40	$237,151.20	$35,922.91
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$17,072.02	$13,379.99	$3,692.03	$121,010.52	$115,253.91	$5,756.61
EXPENSES	$22,086.12	$8,314.56	($13,771.56)	$110,032.41	$100,480.85	($9,551.56)
INCOME (LOSS)	($5,014.10)	$5,065.43	($10,079.53)	$10,978.11	$14,773.06	($3,794.95)
CBRC CASH POSITION	Totals 8/31/09	Operating 9/30/09	Reserves 9/30/09	Totals 9/30/2009	Change from Prev. Month
	$45,204.62	$10,937.34	$34,814.87	$45,752.21	$547.59
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,670.51	$2,569.68	$100.83	$23,787.75	$23,127.12	$660.63
EXPENSES	$3,768.92	$2,436.20	($1,332.72)	$32,630.44	$22,942.05	($9,688.39)
INCOME (LOSS)	($1,098.41)	$133.48	($1,231.89)	($8,842.69)	$185.07	($9,027.76)
HHRC CASH POSITION	Totals 8/31/09	Operating 9/30/09	Reserves 9/30/09	Totals 9/30/2009	Change from Prev. Month
	$31,974.21	$764.20	$33,146.69	$33,910.89	$1,936.68
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,823.44	$3,800.33	$23.11	$34,566.51	$34,712.97	($146.46)
EXPENSES	$3,668.14	$4,149.14	$481.00	$38,412.05	$35,796.01	($2,616.04)
INCOME (LOSS)	$155.30	($348.81)	$504.11	($3,845.54)	($1,083.04)	($2,762.50)
SBCRC CASH POSITION	Totals 8/31/09	Operating 9/30/09	Reserves 9/30/09	Totals 9/30/2009	Change from Prev. Month
	$40,443.91	$14,485.37	$30,027.38	$44,512.75	$4,068.84
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,938.60	$1,919.22	$19.38	$17,516.94	$17,272.98	$243.96
EXPENSES	$2,716.55	$2,289.00	($427.55)	$18,488.92	$18,205.00	($283.92)
INCOME (LOSS)	($777.95)	($369.78)	($408.17)	($971.98)	($932.02)	($39.96)

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.

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus noted that the loan and line of credit from Harris Bank has not been completed, paving and drainage will have to be done in the spring of 2010.  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: 

An Audit Committee review meeting will be scheduled.  Todd Campbell noted that several HUA Board members owe Mark Cantey & Associates questionnaire information, please submit as soon as possible.  An invitation will be given to Treasurers of Homeowner Associations and the HUA Board when a date and time are selected.

Finance Committee:  Paul Kelly noted highlights of the meeting Thursday, October 22 on the Golf Budget.  Bob Marcus is communicating with Golf Visions to answer questions raised at the meeting.  President Campbell would like the HUA Board to be involved in the discussions. 

Golf and Tennis Committee:   Golf Committee met on Tuesday, October 20, 2009 for general discussion.  The Tree Planting Program submitted on October 20, 2009 by Golf Visions will be distributed (Board members to check folders in the HUA office).  It is noted that the weather has adversely impacted golf play and finances, primarily due to the worst golf weather experienced in the last 10 years.  No written 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.  Chief Wayde Akers will be involved in the decisions and research of installing security cameras.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  The TLLCISI committee met on

October 22, 2009 meeting.  Owen Hill will present the recommendations in New Business.

Welcoming Committee:  The October 13, 2009 meeting welcomed three new residents.  No meetings are held in November or December.  The next regular meeting will be held January 12, 2010.

OLD BUSINESS: 

Beam Reinforcement for Hidden Hills Recreation Center Structure (enclosure).  A contract for repair has been negotiated and will be signed with Genesis Construction.  The work will stabilize the roof beams throughout the winter but the building is aging and deteriorating.  More evaluations and proposals will be solicited for the rest of the building, the footings, and structure.  Two years ago significant work was done on leaks and drainage.  The Maintenance Department does ongoing evaluations and inspections, the other recreation centers are also aging and will be monitored for similar problems.

Tree Removal and Golf Course.  Sam Dent made a motion to remove the three trees on the second fairway as previously discussed, seconded by Paul Kelly.  There was discussion on the most viable replacement trees and locations, particularly as the area is in the wetlands.  The horticultural experts must be relied upon for these decisions, HUA Board micro-management is discouraged.  At vote, 6 aye, 1 nay, 1 abstention.  Motion carried.

NEW BUSINESS:

Snow Plowing Contract Information for StoneyBrook Neighborhood (enclosure).  Three quotes were received.  The TLLCISI Committee recommends continuing to use Neil Reinhardt for the plowing and salting of the StoneyBrook neighborhood and cul-de-sacs.  Paul Kelly made a motion to accept the Neil Reinhardt snow plowing proposal for the 2009-2010 winter season, seconded by Sam Dent.  At vote, all aye, motion carried.  Contract will be signed and submitted.  Terry Potash asked if a meeting could be scheduled with Reinhardt to outline the work to be done and procedures used for the contract work, Bob Marcus will arrange.

Salt Product Purchase for 2009 – 2010 Snow Season (enclosure).  Conserv FS has been the main supplier for ice-melting product Thawrox (with Magnesium Chloride) for many years.  In effect, they are the only company that can supply the product in quantities and timeliness that is required.  HUA does not expect the critical shortages experienced last year and will commit to nine loads with the option of getting more if needed.  Linda Kirby made a motion to accept the price quote and proposal by Conserv FS, seconded by Paul Kelly.  At vote, all aye, motion carried.  Terry Potash asked if there is a more environmentally-friendly product that causes less leaching and coloration.  Other products (like the beet-juice deicer) are cost prohibitive and require mixing, storage and distribution equipment to be purchased.

Tennis Court Resurfacing Information, Munson Figures for Resurfacing Upper Tennis Courts (enclosure).  Information from 2008 was distributed as a point of information.  The cost in 2008 was $71,000 to resurface the upper two tennis courts.  Prices have surely escalated from that time. 

HeatherRidge Annual Food Drive.  HUA will once again host a food drive for donation to the Warren Township Center Food Pantry.  Please donate food and paper items at the HUA office until December 15, 2009.  (Note that products past expiration date cannot be donated and must be discarded, please check your packaging.)

OPEN DISCUSSION FOR HOMEOWNERS:

Joan Karkow of the Hidden Hills Townhome neighborhood offered to help with the food collection and delivery.  She further noted that she thinks the HeatherRidge Happenings distribution boxes are successful, but hopes they will not be emptied before the next month’s newsletter is delivered. 

Joan Karkow asked for clarification of the purchasing and spending policies for Neighborhood Committees.  President Campbell clarified that the Neighborhood Committees can make recommendations to the Community Manager and in his discretion he can approve purchases under $5,000.  Recommendations over the $5,000 limit must be approved by motion by the HUA Board.  By Declaration, the Neighborhood Committees do not have the authority to make independent purchases.

Cris Mekuly of the Hidden Hills Townhome neighborhood (and Townhome Association Board President) is disappointed that drainage work will not be done or problems solved in the garage areas since the funding has not been finalized.  Residents will be unhappy.  Cris also asked if there are plans to install security cameras and could they be relocated in/for trouble spots.  The Security Committee and Department Chief will be consulted.

Jan Arnold of the StoneyBrook neighborhood loves the community landscaping and beauty but feels that the waterfall and pond in front are very unattractive with the distinct blue/green coloration.  President Campbell asked that Bob Marcus check with the Landscape Department to see if the discoloration can be minimized (copper sulfate is used to keep the algae growth down).  Jan also noted that the broken lamp posts and glass have not been replaced this month.  It should be noted that the lamp posts and glass have been destroyed or broken within days of being replaced.  Can residents check on the status of work orders?  (Call the HUA office.)

Joan Karkow of the Hidden Hills Townhome neighborhood asked when the Village of Gurnee might fix the pot-holes at the Manchester/Leonard/HeatherRidge Drive intersection, it is becoming a trench.  These pot-holes and the  HeatherRidge divided entranceway were brought up to the Mayor on her visit May 2009.  Bob Marcus will check with the village of the status of both the pot-holes/trench by the woods and HeatherRidge Drive repaving.

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

Adjournment at 8:08 pm.                                                         Next Meeting – Tuesday, November 24, 2009