HeatherRidge
Umbrella Board Meeting Minutes
September 2006
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BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), September 26, 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.
President Patrick Perry called the meeting to order at 7:00 pm.
Present: Todd Campbell, Owen Hill, Paul Kelly, Gordon Lind, Carol Marker, Jack Nowry, Patrick Perry, and Elroy Wilke.
AUGUST 22, 2006 MINUTES: Jack Nowry, made a motion to approve the August 22, 2006 minutes, seconded by Todd Campbell; all aye, motion carried.
PRESIDENT’S REMARKS: President Perry had no remarks.
VICE PRESIDENT’S REMARKS: Carol Marker thanked Cathy McGrath for the help she provided in the transition of Social Directors. HUA Board members, Deb Garcia, and Bob Marcus also assisted in completing all events.
TREASURER’S REMARKS: Owen Hill reviewed the Treasurer’s Report and the Finance Committee Reports as of August 31, 2006. The report was available for the audience and the Board members. Owen provided some clarification of the CRF and golf accounts for Paul Kelly. Elroy Wilke moved to accept the Treasurer’s Report, Carol Marker seconded. At vote, all aye, motion carried.
Totals Totals as of Change from
CASH POSITION 7/31/2006 Operating Reserves 8/31/2006 Previous Month
Umbrella $333,165.48 $ 45,886.38 $270,791.29 $316,677.67 ($ 16,487.81)
CRF $ 67,482.06 $ 12,079.27 $ 44,328.71 $ 56,407.98 ($ 11,074.08)
CRF - Clubhouse $ 32,043.40 $ 11,906.74 $ 21,180.79 $ 33,087.53 $ 1,044.13
Golf $172,160.36 $128,052.10 $ 35,513.64 $163,565.74 ($ 8,594.62)
CBRC $ 51,072.25 $ 17,791.22 $ 33,415.25 $ 51,206.47 $ 134.22
HHRC $ 25,699.20 $ 7,160.29 $ 18,543.86 $ 25,704.15 $ 4.95
SBCRC $ 61,074.59 $ 15,568.83 $ 42,492.74 $ 58,061.57 ($ 3,013.02)
TOTALS $742,697.34 $238,444.83 $466,266.28 $704,711.11 ($ 37,986.23)
HUA OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $112,358.05 $112,247.06 $ 110.99 $ 900,534.32 $ 897,976.48 $ 2,557.84
Landscape $ 41,879.53 $ 52,883.63 $ 11,004.10 $ 367,312.67 $ 410,454.79 $ 43,142.12
Security $ 18,553.66 $ 22,577.75 $ 4,024.09 $ 155,550.31 $ 180,403.45 $ 24,853.14
Administration $ 11,336.82 $ 19,187.90 $ 7,851.08 $ 163,359.21 $ 166,405.47 $ 3,046.26
Maintenance $ 17,401.08 $ 21,081.47 3,680.39 $ 134,969.28 $ 170,352.76 $ 35,383.48
INCOME (LOSS) $ 23,186.96 ($ 3,483.69) $ 26,670.65 $ 79,342.85 ($ 29,639.99) $ 108,982.84
CRF OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 20,294.27 $ 14,951.09 $ 5,343.18 $ 140,300.90 $ 121,608.72 $ 18,692.18
EXPENSES $ 17,213.73 $ 11,531.52 ( 5,682.21) $ 100,635.42 $ 94,113.82 ($ 6,521.60)
INCOME (LOSS) $ 3,080.54 $ 3,419.57 ($ 339.03) $ 39,665.48 $ 27,494.90 $ 12,170.58
CBRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,646.74 $ 2,569.68 $ 77.06 $ 21,729.77 $ 20,557.44 $ 1,172.33
EXPENSES $ 1,134.52 $ 2,504.03 1,369.51 $ 15,248.31 $ 19,909.33 $ 4,661.02
INCOME (LOSS) $ 1,512.22 $ 65.65 $ 1,446.57 $ 6,481.46 $ 648.11 $ 5,833.35
HHRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,892.85 $ 2,871.00 $ 21.85 $ 23,593.82 $ 23,478.00 $ 115.82
EXPENSES $ 2,999.55 $ 3,750.31 $ 750.76 $ 23,477.77 $ 23,210.66 ($ 267.11)
INCOME (LOSS) ($ 106.70) ($ 879.31) $ 772.61 $ 116.05 $ 267.34 ($ 151.29)
SBCRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 1,728.92 $ 1,679.10 $ 49.82 $ 13,777.12 $ 13,432.80 $ 344.32
EXPENSES $ 2,931.90 $ 2,037.73 ($ 894.17) $ 13,436.62 $ 12,428.34 ($ 1,008.28)
INCOME (LOSS) ($ 1,202.98) ($ 358.63) ($ 844.35) $ 340.50 $ 1,004.46 ($ 663.96)
COMMUNITY MANAGER’S REPORT: A Community Manager’s report was submitted in writing and was available to the audience. Bob Marcus noted that the HUA Board has been working very hard on the Operational Budget and the Six-Year Plan with the goal of providing efficient departmental services and our recreational amenities, while keeping the assessment increases reasonable (under 3%).
There was a large response to our Social Director, Clubhouse Manager advertisement and Bob interviewed many candidates. The top three candidates were interviewed by HUA Board members and Roberta Pfeiffer was selected based on her excellent qualifications and experience in this field. She has moved right into the position and has many ideas for more diverse programs for our residents, to bring in daily activities and possibly host business or corporate events.
The spillway engineering project by the pump house and 5th tee is being investigated. Bob Marcus has explored options with the Corps of Engineers and the Lake Watershed, but it is private property and we will most likely be solely responsible for any work that must be done. Board members have directed Bob Marcus to proceed with the engineering project, which may include a project manager and competitive vendors to do the work. This may be expedited by way of a “Special Board Meeting” on that proposal (open to the public and announced) to ensure the work is done before the winter sets in as delays will likely create more damage and a bigger project next year.
Security key card and recreation center issues were mentioned and are documented in the Management Report.
The “muck” bags from pond rehabilitation projects are being broken down. The sediment will be used to create berm areas, probably in the area of Fairway Ridge.
Residents are reminded that if they privately contract for major utility work (gas line, electric, cable, satellite) that the utility vendor requires them to sign an indemnification responsibility sheet. This means that if the utility company digs up turf, damages roadway, etc, the resident owner is the one responsible for restoring the damage and paying the bills for such.
An article in the November Happenings will document the HUA Board stance on the landscaping infringement issues experienced this year. It will include guidelines that will be followed from that point forward.
Paul Kelly made a motion to accept the Community Manager’s Report, seconded by Jack Nowry. At vote, all aye, motion carried.
STANDING COMMITTEE REPORTS:
Architecture and Maintenance Committee. No report.
Audit Committee. No report.
Finance Committee: Owen Hill reported on the meetings that have been held for Six-Year Plan (Reserve Study) and the 2007 Operational Budget. The Preliminary 2007 Operational Budget Cover Sheet is being presented to the House of Delegates and copies are available for the audience.
Golf and Tennis Committee: Elroy Wilke reported on the period ending August 31, 2006, copies of the report were available for the audience. Jack Nowry made a motion to accept the Golf and Tennis Committee Report, Paul Kelly seconded, all aye, motion carried.
Landscape Committee: A Landscape Committee meeting was held on September 19, 2006 and was available for the audience. Todd Campbell made a motion to accept the Landscape Report, seconded by Owen Hill, all aye, motion carried.
Ponds Committee: No report.
Recreational Activities Committee (RAC): Our HUA Director Chairperson Sharlene Hink has resigned and President Perry has asked Director Carol Marker to take over in the interim. Her acceptance is appreciated as the responsibilities are particularly important as our new Social Director/Clubhouse Manager establishes herself in the position. Many managerial and policy decisions will be made, particularly in the schedule of event fees.
Security Committee: No report.
Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): A TLLCISI Committee meeting was held on September 7, 2006 and was available for the audience. It included recommendations on the addition of a Violation Report and several changes to the HeatherRidge Resident Rules and Regulations document (October 2004). The Declarations are being researched on the issues of speed limit signs, landscaping allowance, and garage restrictions. The subjects of ethics policies, homeowner association management contracts, and real estate taxes are also under consideration. In discussion, the appeal process for violations was discussed and it was pointed out that the Board is responsible for executing the HUA Declarations and that is not negotiable. These processes will be further considered. Todd Campbell made a motion to accept the TLLCISI Report (report only, the recommendations will be acted upon separately), Gordon Lind seconded. At vote, all aye, motion carried.
Welcoming Committee: There was a Welcoming Committee meeting on September 19, 2006, and seven new residents attended. The next regular meeting will be on October 17, 2006 at 7 pm at the CRF. The list of new residents was available for the audience.
Speaker of the House of Delegates (HOD), Jayne Jones, introduced the new HUA Board Member, Sam Dent. He was seated with the HUA Board and the HOD joined the HUA Board meeting.
OLD BUSINESS:
Spillway Engineering Proposal. This was discussed in the Management Report earlier and it was reiterated that the HUA Board would like to expedite the project. Bob Marcus has recommended proven engineering firms that can be contacted and he will make sure customer references and work histories are provided to the HUA Board for their evaluation process.
Recreation Center Badge Makers and Readers. Bob Marcus is setting up a meeting with the A-1 Total Security vendor to re-evaluate and demonstrate the key card printer and system. The previous General Manager had issued and signed a Purchase Order that did not have the full specifications included, and legally, we may be obligated to accept the printer and system. There is a possibility that there is no local technical or hardware support for the system and that would make it unacceptable, possibly negating our commitment. Board members suggested that we could pursue making the system work and operational, demonstrations, or having a consultant attempt to integrate and install it as a viable working system that would fulfill our operational requirements.
Master Keys – A-1 Total Security and Medeco Lock. On the issue of the licensed key blanks, A-1 Total Security will provide the key blanks we requested, but will be charging $25 per key rather than the $9 we paid before. The manufacturer Medeco, has no control over the pricing, and A-1 Total Security can charge any price they want to.
Paul Kelly asked if we had mission statements for existing committees. Five committee resolutions have been located, but others have not been found (they may even be stored off-site with archived documents). The HUA staff will continue to search for them and will distribute the available ones immediately. Paul also asked that Bob Marcus provide any department policy manuals and job descriptions to the TLLCISI Committee. Paul also noted that he had previously requested a list of contracts, due dates, and expected expenditures. He would like to have these as an aid in doing timely Requests for Proposal and bidding.
NEW BUSINESS:
The RAC team is congratulated for working with Roberta Pfeiffer despite not having a transition period with the former Social Director. All events have been accommodated, and the HUA staff and the HUA Board have all been involved in fulfilling the commitments. The OktoberFest is being held, the notice will be in the Happenings. There was discussion on the security requirements for CRF events and Carol Marker distributed a memorandum noting the potential loss of clients as a direct result of the expense of the Gurnee Police Department (GPD). Carol Marker made a motion that the Social Director shall have sole discretion on the need to have the GPD at a private non-resident party. Owen Hill seconded the motion. There are many considerations, the GPD is immediately available when called in the case of a disturbance, and the two incidences we had this summer are not the norm. Gurnee policy requires two officers, and each has an hourly salary. Other banquet facilities were contacted in this northern Lake County area, and none had a requirement for special security and had only rare occurrences of trouble. Each event is unique and the Social Director must be able to quote a price without having to consult the HUA Board for each event. We may be able to use our in-house Security, private security, or may decide that the GPD officers are necessary. The legal issue of discrimination in these determinations will be considered seriously. We must evaluate the risks and may have to consider the client forfeiting part or all of the Security Deposit if the GPD must be called. We will require a backup person for the Social Director as it is a part-time position and so many of the activities will extend beyond the regular weekly hours, this may also help meet a security consideration. Carol thanked our Security Department for the additional support they have provided to the HUA staff and the CRF facility during the transition. The motion was restated and at a roll-call vote, all Aye, motion carried.
Owen Hill gave the House of Delegates and the HUA Board audience a report on the Preliminary 2007 Operational Budget. It should be noted that the Six-Year Plan for capital expenditures was revised first and then the work on the 2007 Operational Budget continued.
OPEN DISCUSSION FOR HOMEOWNERS:
Jayne Jones, Speaker of the HOD, said that Delegates and Alternates have the proposed budget to study.
Jim Campbell, Cambridge neighborhood, noted that the blog has stated that HUA residents would be having a huge increase in assessments, and that obviously is not the case as he reviewed the preliminary budget.
Helen Richards, Hidden Hills Townhomes, talked of the blog and had information for any interested residents. She was invited to have her forum after the regular meeting had concluded as it is not direct HUA business.
Jayne Jones, Hidden Hills Townhomes, said that their neighborhood Board had suggested that the HUA Board make a disclaimer of the blog and request each neighborhood association to sign off on it.
Daphne Bergen, Covered Bridge Townhomes, reviewed the letters she has received, and the exception papers she has filed about the extended landscaping around her home. As noted earlier, Bob Marcus will be posting landscaping policies in the Happenings in November that should clarify landscaping issues and present workable and equitable solutions. She will also get a personal response.
Carol Marker made a motion to adjourn the meeting, seconded by Owen Hill. All aye, motion carried.
Adjournment at 8:30 pm. Next Meeting – Tuesday, October 24, 2006
_______________________________ _________________________________
Jack Nowry – HUA Board Secretary Cathy McGrath – Recording Secretary
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