HeatherRidge Umbrella Board Meeting Minutes July 2005

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, and Terry Potash. Absent, Rick Francisco and Jim Servis.

AUGUST 25, 2009 MINUTES: Sam Dent made a motion to approve the August 25, 2009 minutes, seconded by Owen Hill. At vote, all aye, motion carried.

PRESIDENT’S REMARKS: Todd Campbell noted that there is one vacancy on the HUA Board of Directors after the resignation of Rick Francisco. The House of Delegates will fill the position during the regular election of March 2010.

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 to receive and accept the Treasurer's Report, seconded by Sam Dent. At vote, all aye, motion carried.

Treasurer's Report for August 31, 2009
UMBRELLA CASH POSITION	Totals 7/31/09	Operating 8/31/09	Reserves 8/31/09	Totals 8/31/2009	Change from Prev. Month
	$503,229.23	$109,273.51	$564,395.35	$673,668.86	$170,439.63

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,983.89	$123,663.59	$320.30	$988,419.53	$989,308.72	($889.19)
Landscape	$54,495.20	$61,343.27	$6,848.07	$424,470.21	$458,610.77	$34,140.56
Security	$21,837.15	$21,592.62	($244.53)	$180,360.36	$183,661.72	$3,301.36
Administration	$35,910.80	$33,733.61	($2,177.19)	$162,091.49	$167,500.73	$5,409.24
Maintenance	$16,973.03	$20,660.71	$3,687.68	$181,213.23	$184,426.26	$3,213.03
Total Expenses	$129,216.18	$137,330.21	$8,114.03	$948,135.29	$994,199.48	$46,064.19
INCOME (LOSS)	($5,232.29)	($13,666.62)	$8,434.33	$40,284.24	($4,890.76)	$45,175.00

CRF CASH POSITION	Totals 7/31/09	Operating 8/31/09	Reserves 8/31/09	Totals 8/31/2009	Change from Prev. Month
CRF	$31,248.65	$8,100.44	$22,529.37	$30,629.81	($618.84)
CRF-Clubhouse	$21,049.21	$22,561.43	$0.00	$22,561.43	$1,512.22
Golf	$128,784.54	$110,307.71	$37,729.34	$148,037.05	$19,252.51
TOTALS	$181,082.40	$140,969.58	$60,258.71	$201,228.29	$20,145.89

CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$15,001.73	$12,602.99	$2,398.74	$103,938.50	$101,873.92	$2,064.58
EXPENSES	$12,100.98	$11,939.56	($161.42)	$88,011.21	$92,166.29	$4,155.08
INCOME (LOSS)	$2,900.75	$663.43	$2,237.32	$15,927.29	$9,707.63	$6,219.66

CBRC CASH POSITION	Totals 7/31/09	Operating 8/31/09	Reserves 8/31/09	Totals 8/31/2009	Change from Prev. Month
	$47,719.82	$11,194.26	$34,010.36	$45,204.62	($2,515.20)
CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,914.80	$2,569.68	$345.12	$21,117.24	$20,557.44	$559.80
EXPENSES	$3,908.65	$2,708.70	($1,199.95)	$28,901.52	$20,505.85	($8,395.67)
INCOME (LOSS)	($993.85)	($139.02)	($854.83)	($7,784.28)	$51.59	($7,835.87)

HHRC CASH POSITION	Totals 7/31/09	Operating 8/31/09	Reserves 8/31/09	Totals 8/31/2009	Change from Prev. Month
	$34,277.83	$568.54	$31,405.67	$31,974.21	($2,303.62)
HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$4,052.92	$4,055.33	($2.41)	$30,743.07	$30,912.64	($169.57)
EXPENSES	$6,603.22	$5,675.39	($927.83)	$34,743.91	$31,646.87	($3,097.04)
INCOME (LOSS)	($2,550.30)	($1,620.06)	($930.24)	($4,000.84)	($734.23)	($3,266.61)

SBCRC CASH POSITION	Totals 7/31/09	Operating 8/31/09	Reserves 8/31/09	Totals 8/31/2009	Change from Prev. Month
	$43,397.30	$11,917.27	$28,526.64	$40,443.91	($2,953.39)
SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,940.62	$1,919.22	$21.40	$15,578.34	$15,353.76	$224.58
EXPENSES	$3,116.58	$2,714.00	($402.58)	$15,772.37	$15,916.00	$143.63
INCOME (LOSS)	($1,175.96)	($794.78)	($381.18)	($194.03)	($562.24)	$368.21

MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. Bob Marcus noted that the attorneys have been asked to check that HUA has a complete set of the Declarations, By-Laws, and all amendments. An e-mail was distributed that gave specifics on having the lawyers do the tracing and assembly, but at a cost for service. It was suggested that each homeowner association be asked to provide their most complete set of documents. The engineering company that evaluated the Hidden Hills Recreation Center (HHRC) structure has submitted a proposal to design and oversee repair, but the costs are very high and do not even cover the actual repair and construction. Three other quotes have been requested. 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 late October or early November. An invitation to Treasurers of the Homeowner Associations and the HUA Board will be extended when a date and time are selected.

Finance Committee: Paul Kelly presented the preliminary and proposed 2010 Budget Cover Sheet. Paul Kelly recapped the changes from previous years and noted that the increases will be very minimal. The preliminary Budget Cover Sheet will be published in the October HeatherRidge Happenings and final approval is scheduled for the November 24, 2009 meeting. Residents are invited to have input to finalization of the 2010 HUA Budget.

Paul Kelly made a motion to suspend the rules for up to 10 minutes to allow questions on the Preliminary 2010 Budget by the audience and House of Delegates, second by Owen Hill. At vote all aye, motion carried.

Budget Questions or Comments by Audience: A resident commended the HUA Board for holding the line on the expenditures and fiscal responsibility during the budgeting process.

Marty Padilla, Speaker of the House of Delegates, stated that he wanted a clarification as to what month the HUA budget was to be approved, October or November. It is noted that legally it must be published for 30 days, thus the final vote will be November 24, 2009. Ann Richter clarified that it will be published for 30 days, but final vote is November 24, 2009 with the budget to be effective January 1, 2010.

Marty Padilla asked if the HUA Board has considered foreclosures and loss of revenue/assessments in this next budget. Paul Kelly assured him that “bad debt” has been reflected in the budget.

Ann Richter mentioned that the HHRC is waiting for bids for infrastructure repair. Paul Kelly noted that the repair may impact the HHRC line items but that the Neighborhood Committee has added $1.79 to help defray costs.

The regular HUA Board meeting was brought back to order under regular rules.

Golf and Tennis Committee: The Committee met the morning of this meeting, no formal minutes available.

Sam Dent noted that Golf Visions will be submitting their proposed budget. HUA will also receive the removal and replacement plan for trees on the golf course as requested. The golf course revenues meet anticipated levels although the merchandizing is slower in this economy, as it is through the golf course industry. Less product is being stocked in the Golf Pro Shop in response. Sam Dent advised the Board that golf personnel are encouraged to be cross-trained and multi-tasking for efficiency. No formal report or motion required.

Landscape Committee: The Landscape Committee met and discussions included the work order process and the snow removal plan. It is the Landscape Committee’s recommendation to move forward with the snow shoveling and removal plan submitted by the Landscape Department Head and it is anticipated that the performance will meet expectations and the savings will be considerable. Linda Kirby made a motion to accept the Landscape Committee Report, seconded by Sam Dent. At vote all aye, motion carried.

Ponds Committee: No formal report or motion required.

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

Security Committee: Linda Kirby and the Security Chief are considering the use of surveillance cameras that could be used in areas of concern within HeatherRidge. The light posts near the SBCRC are a prime example of ongoing vandalism. More information in New Business. It is noted that residents are very pleased with the new lighting units installed by the Maintenance Department around the SBCRC. No formal report or motion required.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): Owen Hill presented his TLLCISI Report from the September 17, 2009 meeting. Most issues are covered under old business.

Welcoming Committee: The September 8, 2009 meeting welcomed five new residents. The next regular meeting (and the last meeting for 2009) will be held October 13, 2009. The first 2010 meeting will be January 12, 2010.

OLD BUSINESS:

Engineering Letter Regarding Hidden Hills Recreation Center Structure (enclosure). The engineering firm that first appraised the HHRC structural issues submitted a proposal for oversight of the project, at a cost of over $25,000 before any actual construction or repair is done. This being unacceptable, Bob Marcus has solicited bids from independent construction companies. Two vendors have been responsive. President Campbell asked that Bob receive the bids within the next two weeks and proceed with evaluation and work.

Vendor for Concrete Dumpster Pads (enclosure, vote). Two responsive bids were received for pads in the Covered Bridge and Hidden Hills townhome areas. This work must be done before drainage and paving work is started. Madsen Concrete included a three-month guarantee and was the lower bid. Rick’s Maintenance Services did not offer a warranty and the price was higher. The TLLCISI Committee recommends accepting the bid from Madsen Concrete. Linda Kirby made a motion to accept the Madsen concrete bid, not to exceed $5,640, seconded by Terry Potash. At vote all aye, motion carried.

Vendor for Seal Coating at CRF and Golf Pro Shop (enclosure, vote). There were three responsive bids, with the expected differences in square footage, and the recommended use of hot rubber or silica products. After review, the TLLCISI Committee recommends Nabar Sealcoating as the preferred vendor and that they will be using the hot rubber crack fill. Paul Kelly made a motion to accept the Nabar Sealcoating bid at a cost not to exceed $6,351, seconded by Jim Petkus. At vote, all aye, motion carried. Work will be done in the fall of 2009.

Proposal for Snow Shoveling (enclosure, vote on vendor recommended). Brad Banwart has done extensive research and has made a proposal to use Herbert Amaya, Inc. as the vendor for snow shoveling and snow removal for HUA. Mr. Amaya will provide the insurance and payroll, overhead, and services for shoveling events through the winter of 2009 and 2010. There was discussion on the special considerations of this contract, it is truly constructed to accommodate the unique nature of HeatherRidge topography, walkways, parking, and garage areas. Previous contracts were much more expensive and still relied upon the Landscape Chief and staff to facilitate the work. The Landscape Chief has years of experience, trial and error; every winter season is different and presents new challenges. This contractor is familiar and there is an acceptably lower element of risk. The TLLCISI Committee feels that the research and coordination done will provide as much assistance and assurance as can be expected in such an uncertain season. The seasonal workers will, in most cases, be repeat and reliable workers from previous years. Terry Potash made a motion to accept the contract with Herbert Amaya, Inc. in accordance with the specifications provided, seconded by Linda Kirby. Contract is contingent upon receiving the certificate of insurance from Herbert Amaya. At vote, seven aye, one nay, motion carried.

Drainage Work to be Done After Loan Approval (enclosure, vote on vendor). Three vendors responded to the specifications for drainage installation (done prior to paving roads). As usual, bids vary in some footage lengths, types of pipe, procedure for installing catch basins and connecting drains. The bid from Neil Reinhardt is considerably lower than the other two. It is noted that he has years of experience working in HUA, he owns his own equipment and trucks (not needing to rent and add to bid price), and has a proven reputation. Linda Kirby made a motion to accept the Reinhardt bid, not to exceed $24,275, for the drainage work to be done before road paving, seconded by Sam Dent. At vote, seven aye, one nay; motion carried. A purchase order will be issued.

Clarification of Basketball Hoop at StoneyBrook/Cambridge Recreation Center Parking Lot. The installation of a permanent basketball hoop at the SBCRC parking lot was denied at the August 2009 HUA Board meeting. Since then, a new portable basketball hoop was placed in the parking area by residents of StoneyBrook. There was much heated discussion and President Campbell insisted that the SBC Neighborhood Committee could not install any equipment on common property without HUA Board approval. The issues of noise, liability, resident complaints, and a history of problems led to the denial of the basketball hoop installation. Bob Marcus is to have information on alternative sites, like using the upper tennis courts, by the October 2009 HUA Board meeting. Jim Servis made a motion to allow the temporary basketball hoop to stay at the SBCRC parking lot until a permanent solution is rendered by the HUA Board, seconded by Terry Potash. At vote, 5 aye, 3 nay, motion carried.

Revisit Removal of Lamp Posts at StoneyBrook/Cambridge Recreation Center Playground (vote on removing). See the Security Surveillance Camera portion of New Business.

Owen Hill noted that the recommendation to allow open house signage twice a year was not very effective as the September date came without sufficient notice for residents and realtors. The spring 2010 notice (April date yet to be determined by HUA Board) will be announced for four months prior in the HeatherRidge Happenings.

NEW BUSINESS:

Presentation of Preliminary Budget (enclosure.) Presented earlier in the Finance Committee Report.

The Preliminary 2010 Budget Cover Sheet follows the Management Report in these HeatherRidge Happenings.

Security Surveillance Camera Issues (Board to discuss course of action). The light posts and light heads near the SBCRC have all been broken and vandalized again. The current type of light will not withstand baseball bat attack, even with plexiglass heads. Residents do not want the lights totally removed, installing taller posts with light heads that are out or reach may be an option. There is also investigation being conducted of using security cameras in areas that are often vandalized. The aesthetics of the proposed light posts within the community, cost, and maintenance issues are all being discussed. Some security camera information was provided to the HUA Board and more research will be done by the Security Department and Security Committee.

OPEN DISCUSSION FOR HOMEOWNERS:

Jim Simmen of the Cambridge neighborhood commented that many Cambridge residents adamantly oppose the basketball hoop, the noise and problems it creates. It is particularly noticeable to residents when the hoop is moved to the south end, within 25 feet of many residents. Another solution for young people must be found.

Jan Arnold, SBC Neighborhood Committee Chairperson. Jan questioned why the HUA Board has sole control of making decisions that affect the neighborhood and recreation center. She feels that many people, including those that do not have young people in the family home, do not object to the basketball hoop and she welcomes it on the east or north side of the parking lot. She feels that HUA Board should follow the recommendations of the Neighborhood Committees as procedure.

Marty Padilla of the StoneyBrook neighborhood put the portable basketball hoop in the parking lot area this past month. He felt that because it was replacing the older, broken portable basketball hoop, rather than the installation of a permanent hoop that was denied, it would be allowed. He feels that there must be some activity for the young people and that the upper tennis courts were voted down as a solution in the past. He has met with HUA management several times and feels that the Neighborhood Committee should be authorized to spend the money they assess for. The Board pointed out that neighborhood or other committees do not have the authority to spend money, but only to recommend courses of action. Only the HUA Board has the responsibility and authority to actually spend money. Ultimately, Mr. Padilla wants to solve problems, not create them and asks for the help of the HUA Board.

Marilyn LaBelle of the Cambridge neighborhood, lives directly behind the SBCRC and basketball hoop and has put up with the foul language, noise, and disturbance for years. She would like it removed.

Katie Rinehart of the StoneyBrook neighborhood stated that the August HUA Board minutes said that President Campbell had directed the Community Manager to complete the three-point plan (drainage) for her and her neighbor’s properties, yet it has not been completed. Ms. Rinehart feels that the underground infrastructure (in place before houses were even built) is the responsibility of HUA and that the failure of such and the water flow routing from Stout Court has caused the stone wall to tumble. She does not feel it should be homeowner responsibility, but that of HUA to resolve the drainage issues and repair the stone retaining wall. President Campbell said that the retaining wall in question may be on private property, not common property, and it may be the responsibility of the affected homeowners. Further substantiation will be gathered. Ms. Rinehart further noted that she enjoys the activity around the basketball hoop.

Marty Padilla, Speaker of House of Delegates and StoneyBrook resident spoke in the defense of Katie Rinehart. He noted that the driveway next door had been corrected and fixed the flooding issue, but he felt that the retroactive problem of improper road grading during paving some years ago had created the problem. He feels that residents should not be responsible, but that HUA should hold the contractor liable.

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

Adjournment at 9:05 pm. Next Meeting – Tuesday, October 27, 2009

__________________________________ ___________________________________
Sam Dent – HUA Board Secretary Cathy McGrath – Recording Secretary