Shires of Inverness Master Association

Transcription

1 Shires of Inverness Master Association Board of Directors Meeting August 11, :00 pm Shires Clubhouse I. Call to Order Board Members Present Absent Jeff Bowden Brian Chapmen Kathy Everman (Newly appointed) Ginnie Grant Ron Kizior Bob Matusiak Marty Pilut Secretary- Ronald Kizior - certifies a quorum of Master Board members present. II. Review of Minutes of Previous Meeting (Kizior) Motion to accept suggested edit by Brian Chapman to the Minutes of June 9, 2016 is seconded and approved unanimously. III. President s Report Bowden (none) IV. Treasurer s Report Matusiak The financial figures as of June 30, 2016 for the Master Board were: Operating Account $ 8, Reserve Accounts $426, As of June 30, 2016, $64,392 has been charged year-to-date to the reserve account for the following projects/activities: Pool Repairs $32,614 Locker Room renovation $20,070 Ponds (Small Pond) $ 8,270 Clubhouse Landscaping $ 3,415 Misc $ 23 A review of the June Income Statement and Balance Sheet shows a favorable expense variance of approximately $5k. This is mostly due to timing differences between the budget and actual spending. Overall, regular operations are running near budget, with higher snow removal and insurance expenses offset by favorable electric and maintenance expenses. Motion to approve Treasurer s report, seconded and approved unanimously V. Management Report (Bill Seymour) 1) New Owners: Maio Yu 1539 Shire Circle, TH1 Delete Ramammuri Fred & Susan Schick 1547 Shire Circle, THI Delete McTigue Michael & Joni Roseri 1440 Shire Circle, THI Delete Frieburg Robert & Jacalyn Chindblom 1475 Shire Circle Delete Robins Christopher Hansen 1368 Shire Circle, TH5 Delete Kuler

2 2) We are working with Spaceco to resolve the open paving issues. We anticipate the timeline to be as follows: a) Today an independent soil testing service was on site with Spaceco to evaluate the asphalt. b) The results of this evaluation will be known by early next week. c) Early next week we will begin scheduling individual meetings with Spaceco, Jeff Bowden and myself with each Local President to go over the open issues and proposed resolutions. d) After all meetings have been completed next week Spaceco will summarize the results of the meeting for each President and the anticipated completion date. e) To date we have not issued any payments to Johnson Paving and we will not release any phased payments until approved by each Board. f) Johnson has been reluctant to work on the safe access pool path due to the number of shallow utility lines in the area. We have presented a proposed solution to Johnson. 3) The electrical work for the two fountains on the small pond was completed today by the electrical contractor. The fountain installer will now be out to make the connections to each fountain and start them up. 4) All of the Operating Accounts have been opened at Community Advantage Bank. The Harris accounts will be closed after the last checks clear. VI. Committee Reports Architectural (Harold) No Report Club House Committee (Kowalski) Private Party scheduled for Sept. 4. Landscape (Bowden) The Landscape Committee met on Tuesday, August 9, at the Clubhouse. There was representation from Country Estates, and Townhome Associations I, III, IV, and VI. In the meeting the Best Lawns Production Report which is attached and Budget were reviewed. The approved Landscape requests since the last Master Board Meeting were confirmed at the meeting and are also to be confirmed at the Master Board Meeting. The completed projects are: 1.) Phase I Clubhouse Landscaping completed within budget of $3, ) Tree removal around small pond completed within budget $2, ) Cleanup of island and northwest corner of large pond completed within budget $1,250. There was an additional expense of $550 to remove trees that were blown down in June / July. Under Old Business: 1.) The sediment within the bag at the south end of the pond is now dry enough that proposals to disburse the contents are being obtained with the goal to have the project completed by September Master Board Meeting. 2.) The Best Lawn proposals to repair the bare spots around the small pond and tennis courts and plant the Japanese Trees of Lilac along the east side of the small pond are scheduled to be completed by the end of August. The Committee is recommending to the Master Board for its approval the following proposals:

3 1.) If the Reserve Account financially allows that the Clubhouse Phase 2 Landscaping of the west side of the Clubhouse entrance be approved to be completed this fall per the Best Lawn Proposal # at a cost of $ ) The planting of a hybrid Elm Tree at the northeast corner of the small pond, midway between the willow tree and spruce trees per the Best Lawns Proposal # at a cost of $ ) The Country Estate request to remove a dead pine and restore the area with grass on the south west side of the condo building by Approved Tree Care. Motion to accept above 3 proposals moved, seconded and approved unanimously. The Committee also discussed the Landscape Section of the Proposed Rules and Regulations and is willing, when necessary, to mediate any violations of that section. There was no other business brought before the Committee. Maintenance (Bowden) The Maintenance Committee met on Monday, August 8, at 7:00 PM in the Clubhouse. We had representation from Townhomes I, III, IV, V, VI & Country Estates. The YTD June Financials were reviewed and discussion followed the these topics: Old Business: 1.) ROAD PROJECT: Original Reserve Estimate: $235,894 Total Amount of the contract with contingencies: $174,882 Total Amount Paid to date: $ -0- Status: The road, parking lot and driveway repaving is completed with the exception of the path to the pool. We are in the process of completing a punch list and meeting with the contractor to resolve issues with the work that was done. 2.) SMALL POND SEDIMENT BAG Status: The removal of the sediment in the bag at the south end of the small pond was discussed. The bag has been opened up and sediment continues to dry slowly. After reviewing a number of verbal quotes on removing the sediment via trucks, it was determined that we will continue to remove dried out sediment and then create a berm out of the remaining sediment. With good weather we hope to have this resolved by the end of August. 3.) POOL PLASTERING Original Reserve Estimate: $23,925 Total Amount of the Approved Contract Paid: $32,614 Status: The project was completed by May ) LOWER LEVEL WOMEN S WASH / CHANGE ROOM Original Reserve Estimate: $14,432 Approved Cost: $22,000 Total Expense to date paid: $21,984 Anticipated Completion: TBD Status: The only remaining items to be complete are the vanity, changing table and some touch up around the toilet stalls. Once the proposals for the vanity and change table are received and reviewed a recommendation will be made to the Board.

4 5.) SMALL POND DRAINAGE - The drainage repairs are completed. Approved Original Proposal: $4,195 Completed Expense: $4,195 6.) LARGE POND RIP RAP A proposal from Best Laws to do rip rap around the south end of the large pond has been received and discussed. An application to rip rap the pond is being put together to present to the Army Corp of Engineers to gain their approval to move forward with the proposal. If a meeting is necessary Bill Seymour and members from the Maintenance Committee will represent the Shires. The time line to complete this work will depend on the Army Corp of Engineers accepting our application. The application should be able to be submitted within the next 30 days. 7.) SMALL POND FOUNTAINS The fountains have been placed in the small pond. The permit to install the electrical power has been secured from the Village. The power should be installed within the next week. Approved proposal for the fountains: $4,468 Approved proposal for electrical: $4,995 Total $9,463 Paid to date for the fountains: $4,468 New Business: 1.) LARGE POND MAINTENANCE - A recommended proposal for approval by the Master Board from Northern Illinois Lake and Pond Management to maintain the large pond for the remainder of this year for $1, ) TENNIS COURTS - Attached proposals to repair the tennis courts and paint the fence around the tennis courts are being recommended to the Master Board for their approval. First Impressions, Inc. Tennis court repairs and cleaning proposal: $15,800 All Star Painting fence painting proposal: $ 3,750 3.) POOL COPING - Attached is a proposal from Masonry Management Solutions Inc. to apply a urethane rubber caulk on all cracks on pool coping and rubber base paint in color to match exiting color for $1, ) Clubhouse Cleaning - We are in the process of obtaining information about having the Clubhouse deep cleaned and put it on a regular cleaning schedule. Motion to accept above proposals 1 thru 3 moved, seconded and approved unanimously. There was no other business discussed at this meeting. The meeting was adjourned. The next meeting will be determined after the Master Board Meeting. Nominating (Eileen Neil) No Report Reminder that come November there will be 4 vacancies on the board. Recreation Committee (RC) (Kizior) RC meet on June 16 and June Bulletin Board discussion centered around size and cost. 2. Pool rules lengthy discussion regarding age limits and waiver possibilities. Before any final recommendation could be made, questions were raised and forwarded to Jeff(Bill, attorneys) for clarification. Meeting adjourned at 5:50 PM.

5 RC Meeting of June 27, :00 PM at Sandee s house Discussion centered on revising Rule #5 & #6 of the Shires Pool Rules. The following is what the RC is recommending to the Master Board and forwarding to the R&R committee. Item 6. Children under the age of 13 must be accompanied at all times by a resident adult (18 years of age or older) when in the pool area. Residents age 13 to 18 must provide proof of age (i.e. birth certificate) to the lifeguards when arriving at the pool. Meeting adjourned at 4:00 PM. Upon attorney review, it was decided that the age limit should be reduced from 18 yrs. old to 16 based on the fact that teenagers are issued drivers licenses at 16. Also a revised indemnification document was developed by counsel. These revisions were then approved by the RC and finally approved by the master board via . Social (Gaunt) Date for our Oktoberfest is being moved to Saturday, October 22. Announcements will be delivered to residents late September & posted on the website following Master Board Mtg. Website Committee (Kizior) Website Committee met on June 23, 2016 at 4:00 P.M. Topics discussed: (1) Advertising review cover letter form with suggestions to improve return information directly to webmaster. Bob volunteered to create a suggested new cover letter for advertising renewals. (2) Review Website Policy statement everybody agreed that it was fine as is. (3) We tackled the question of are there any web pages that need revamping? Ginnie was going to revamp the Home page and send it around to all members for review. It was agreed that certain information should be removed from the Master Board page. Information regarding Water Aerobics should be removed. Check on information regarding July Master Board Meeting. Add information on Bulletin Board regarding Radon Kits for $7.50. (4) The committee would like to receive a copy of the billing that Les sends to Seymour ( assumed quarterly). There was never any feedback given last December when Ron received an invoice from Les. VII. Old Business - None VIII. New Business a.) Motion to accept the resignation of Karen Harold from the Master Board. Moved, seconded and approved unanimously. b.) Motion to appoint Kathy Everman to the Master Board. Motion moved, seconded and unanimously approved.

6 c.) Approve Country Estates request to remove a dead pine on the southwest side of 1528 and replace area with grass. Motion to approve request, moved, seconded and unanimously approved. d.) The Clubhouse Phase 2 Landscaping Motion to approve request, moved, seconded and unanimously approved. e.) The planting of a hybrid Elm Tree Motion to approve request, moved, seconded and unanimously approved. f.) Approve work on pool coping. Motion to approve work, moved, seconded and unanimously approved. g.) Approve contract for large pond maintenance. Motion to approve contract, moved, seconded and unanimously approved. h.) Approve contracts to repair and clean tennis courts and paint the fence around the tennis courts. Motion to approve contracts, moved, seconded and unanimously approved. i.) Final Reading of the Rules and Regulations Committee sent A subcommittee composed of Brian Chapman, Marty Pilut and Kathy Everman was formed to do final reading and suggested editing if necessary. X. Owners Comments - (a) Questions concerning over all plan for Big Pond. A lengthy report will be submitted to the Army Corp of Engineers for approval. (b) Blatter at south end of small pond should be completed by the end of September (c) Delay in path to pool because of Comcast & other wiring. (d) Any violation of R&R should be submitted in writing to Seymour s office first in order to start procedures for correction. (e) Any problems regarding early display of garbage cans should be reported to TH president. (f) Resident lights flickering contact ComEd to report problem. (g) On line resident directory should be up and running within 60 days. (h) Radon situation to be investigated. No reason to mitigate if not asked or not tested. XI. Motion to adjourn was made at 8:15 PM, and unanimously approved. Next Meeting scheduled for September 8, 2016, at 7:00 pm. Ronald J. Kizior Secretary