BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), September 27, 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, Cris Mekuly, Linda Kirby, and Carole Stern.  Absent:  Terry Potash.     

PRESIDENT’S REMARKS:  Todd Campbell asked to keep thoughts and prayers with the families of Marilyn Dinklenberg who passed away this past week; Joan Karkow as she is home after a medical issue; and Board member Terry Potash as he recovers.    

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

AUGUST 23, 2011 MINUTES:  Cris Mekuly  made a motion to accept and approve the August 23, 2011 minutes, seconded by Sam Dent.  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 Carole Stern.  At vote, all aye, motion carried.

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

Al Villasenor noted that all departments have been very busy throughout the property.  The HHRC siding is in progress and the CBRC roof project has been completed.  The retaining walls for ponds 7, 8, and 9 are being installed.  A normal walk-about of the facilities will be done this fall.  Owen Hill made a motion to accept the Management Report, seconded by Sam Dent.  At vote, all aye, motion carried.

STANDING COMMITTEE REPORTS:

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

Audit Committee:   The Audit Committee met to review the recommendations from Cantey & Associates for the 2009 Audit.  Al Villasenor is coordinating the responses.  An October meeting will be held as HUA moves forward with the 2010 audit.  Cris Mekuly made a motion to receive and accept the Treasurer’s Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Finance Committee:  The meeting minutes were available to the Board.  The August financials were reviewed and    the Treasurer audited the checks issued for the past month and all are appropriate.  There is ongoing review and drafting of a reconciliation report from each homeowner association documenting past-due assessments and legal issues.  Paul Kelly reviewed the proposed 2012 Budget Cover Sheet, noting that the HUA portion of the monthly assessment has only increased 46 cents.  The Community Manager and Department Heads have done an exceptional job of keeping costs down while continuing to provide the services with professionalism and diligence.  Linda Kirby made a motion, seconded by Cris Mekuly, to receive and accept the Finance Committee Report and the report of expenditures for August 2011.  At vote, all aye, motion carried.

General Election and Oversight:    No formal report or motion required.

Golf and Tennis Committee:   Financial reports were distributed.  The golf course has suffered a second year of poor weather that has decreased rounds played and revenues.  It is noted that Golf Visions is auditing labor and doing as much as possible to cut costs and labor expenses.  The composition of the golfers is also changing, more are coming in from the outside and our own population of golfers has been decreasing.  Golf Visions continues to market and promote throughout the area.  Mark Hutchison made a motion, seconded by Carole Stern, to receive and accept the Golf and Tennis Committee Report.  At vote, all aye, motion carried.   

Landscape Committee:  The Landscape Report was distributed.  A truck will be replaced this year with a 4x4 rear-wheel drive work truck that will also have a plow.  Bids are being received by dealerships.  The last application of the broadleaf weed and fertilizer has been completed.  Three Swamp Oaks were placed in the picnic grove last year and survived the storm devastation of this summer.  The damage to trees by beavers appears to have been stopped by applying chicken wire to the bases of many of the trees in the golf and picnic areas.  Much of the Covered Bridge landscape shrubbery and trees are past their expected survival and are in stages of deterioration and loss.  The replacement or removal of landscape products on the common spaces is being considered, acknowledging the privacy that people desire also.  Some areas may be left as open space, it is known that the Covered Bridge area was over-planted by the developer in the 1970s, often with less-expensive products that have a shorter life span.  Residents directly affected by removals have been notified and it is important to know that the project has been studied and the best botanical and visual options are being considered with great care.   Owen Hill made a motion, seconded by Sam Dent, to receive and accept the Landscape Committee Report.  At vote, all aye, motion carried.  

Ponds Committee:  No formal report or motion required.

Recreational Activities Committee (RAC):  The RAC meeting was held on September 13, 2011.  The Social Director has arranged for HUA to join the Gurnee Chamber of Commerce, giving more exposure in the Gurnee area and more networking opportunities.  The billboard sign on Route 120 may be replaced, it might require approval by the Village of Gurnee.  Burger night will continue in the Waterfall Lounge area on Friday evenings as long as weather permits and the Waterfall Lounge will be open every Sunday for “Tailgate Pot-Luck” Parties during football season.  See the Happenings or call Matt Nordigian for more information.  Web site options are being looked at, hopefully in conjunction with the HUA and Golf sites.  Paul Kelly made a motion to approve the RAC Report, seconded by Mark Hutchison.  At vote, all aye, motion carried.

Security Committee:  No formal report or motion required. 

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):   The TLLCISI Committee reviews many of the proposals and contracting issues and provides the Finance Committee with their recommendations.  This month’s report gives issues and decisions.  Snow Plowing and Snow Shoveling, recommend Villarreal.  Covered Bridge Cover engineering proposal, recommend Lonco.  Broadleaf Control, recommend TruGreen three-year bid.  House of Delegates, recommend (3 aye, 1 nay) to establish previous system of electing HUA Directors.  There was some discussion on each of the issues and more information in the business portion of the meeting.   Linda Kirby made a motion, seconded by Cris Mekuly, to receive and accept the TLLCISI Committee Report.  At vote, all aye, motion carried.

Welcoming Committee:   The September meeting welcomed nine residents at the Welcoming Committee meeting.  The next regular meeting will be Tuesday, October 11, 2011.  No meetings are held in November and December.

A motion was made by Paul Kelly, seconded by Mark Hutchison to suspend the meeting rules to allow the Speaker of the House of Delegates to make a meeting report.  Speaker of House, Ann Richter reported that the House of Delegates (HOD) had discussed the legal changes in condo law and the impact on the HOD.  An open election was held in March 2011.  In the “straw vote” there were 13 votes to hold open election and 5 to continue as in the past.  It is referred to the HUA Board for decision.  The legal opinion allows HUA to proceed in whichever manner they prefer and the HOD asks for decision to be presented at the October 2011 meeting.

The regular Board meeting resumed.

OLD BUSINESS:  

Covered Bridge Cover (enclosure from August).  Mark Hutchison did more research and pricing as requested in the August meeting.  The Finance and TLLCISI Committees recommend Lonco.  Mark Hutchison made a motion to accept the Lonco engineering study proposal at the cost of $1,250 (first of three phases), second by Sam Dent.  At vote, all aye, motion carried.  It is expected that the evaluation will be done soon and the actual physical work will be done after the winter in 2012.  A purchase order will be processed.

NEW BUSINESS:

Snow Plowing and Snow Shoveling Contracts (enclosures).  Proposals were requested for both the snow shoveling and the snow plowing (StoneyBrook and Cambridge residential driveways).  Villarreal has had the snow shoveling contract in the past year and Neil Reinhardt has had the plowing contract.  There are some legal concerns that cannot be discussed publicly and must be addressed for the Reinhardt proposal and his refined bid is still higher for the contract plowing services.  Both the Finance and TLLCISI Committees recommend the Villarreal proposals.  Linda Kirby made a motion to accept the Villarreal proposal for snow plowing at $95 per hour for the 2011-2012 winter season, seconded by Cris Mekuly.  At vote, all aye, motion carried.  Liability and insurance requirements will be secured.

The second component is snow shoveling for HUA and all bidders held their prices from the previous year’s proposals.  Cris Mekuly made a motion to accept the Villarreal proposal for snow shoveling at $35 per hour for the 2011-2012 winter season, seconded by Linda Kirby.  At vote, all aye, motion carried.  

Broadleaf Control Contract (Landscaping) (enclosure).  The vendors who have submitted bids in the past are holding with their costs and proposals.  It is difficult for vendors to go to the time and expense of preparing detailed proposals repetitively.  TruGreen Chemlawn has been the vendor of choice for the three-year contract, with lower rates and reputable service.  Mark Hutchison made a motion to accept the proposal and renew the option of TruGreen Chemlawn for a three-year contract at the same cost as the past three years, seconded by Sam Dent.  At vote, all aye, motion carried.  Note that an evaluation was done on having HUA licensed and trained to perform the work in-house, and it is not a viable option.  

Preliminary 2012 Budget.  Paul Kelly reviewed the 2012 Budget cover sheet and noted that there will be a minimal increase of 46 cents for the HUA portion of the assessment.  Once again the Community Manager and Department Heads are commended for their stewardship and leadership in providing outstanding services while holding costs.  The Budget Cover Sheet will be posted on the web site as required legally, and is available for full review at the HUA office for the next month.  A vote in November is expected.

Publications Committee.  President Campbell submitted a resolution to establish a Publications Committee to oversee and provide guidance to staff for public communications, including but not limited to the newsletter and associated websites.  Carole Stern made a motion to establish a Publications Committee, seconded by Cris Mekuly.  At vote, all aye, motion carried.  President Campbell assigned Chairmanship to Mark Hutchison.

OPEN DISCUSSION FOR HOMEOWNERS: 

Frances Fletcher, Covered Bridge condo neighborhood, noted that Comcast has installed wiring in the Campbell Drive area and wires are not buried properly.  HUA is aware of it and has contacted Comcast.  The FCC allows the company up to 4 months to do the cable burying.  JULIE flags are up so hopefully it will be done soon.

Jim McDonough, Hidden Hills Townhome neighborhood, wonders if the golf area near the 4^th hole (that has significant damage to trees) would offer an opportunity to extend the tee back 100 to 125 feet.  Jim is asked to submit his ideas to the Golf Committee and Sam Dent will make sure it is brought up in committee.

Jackie Larson, StoneyBrook neighborhood, asked that the arbor vitae in the area of Gages Lake walkway and Dordan Court be removed or trimmed back as it is highly overgrown and makes walking difficult.  Al Villasenor will work with the Landscape Department to resolve.

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

Adjournment at 8:27 pm.                                                                            Next Meeting – Tuesday, October 25, 2011