Meeting Minutes
Click Here To Download Approved 2020 Annual HOA Meeting Minutes
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
9:30 AM February 15, 2023
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by Acting President McGowan at 9:35 A.M.
2. SECRETARY REPORT: Acting Secretary Ceisel provided the Board Meeting Minutes from the January 27, 2023, for review. Acting President McGowan moved to approve the minutes. Seconded by Acting Treasurer Ross. All Ayes. The minutes were adopted.
3. OLD BUSINESS: Acting President McGowan provided the board with an update regarding a homeowner’s concern with a fallen tree limb on their property and the HOA’s response denying their request to remove it. Acting President McGowan noted he attempted to find record of previous tree removal and found none. Board agreed that previous decision remains.
4. NEW BUSINESS:
Discussed election of board positions for 2023. Reviewed main duties of each position. Board voted and approved the following board member positions to be retained: President – Kevin McGowan, Secretary – Angela Ceisel, and Treasurer – Carl Ross.
Discussed goals for 2023. Planned to do a spring walk through of the neighborhood to identify any areas of need. Planned to organize Community Clean Up Day. Planned to get new estimate for fence replacement to have better idea of how much money is needed. Planned to consider new options for lighting HOA monuments at Washington entrance.
5. TREASURER REPORT: Treasurer Ross provided the board with an update on HOA budget and plans for presenting at the annual meeting.
6. ADJOURNMENT: President McGowan made a motion to adjourn the meeting at 9:55 A.M. Seconded by Board Member Sullivan. All ayes. Motion approved.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
9:30 AM January 27, 2023
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
______ Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 9:34 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Meeting Minutes from the November 18, 2022, for review. Treasurer Ross moved to approve the minutes. Seconded by Board Member Barker. All Ayes. The minutes were adopted.
3. OLD BUSINESS: President McGowan provided the board with an update regarding a homeowner’s concern with a fallen tree limb on their property and the HOA’s response denying their request to remove it. President McGowan noted he attempted to find record of previous tree removal and found none. Board agreed that previous decision remains.
4. NEW BUSINESS: Discussed plans for upcoming Annual HOA Meeting. Board agreed to run the meeting virtually with a proposed date of February 6, 2023, at 7:00pm. Discussed board members roles during annual meeting. Secretary Ceisel will remind homeowners to submit proxies as soon as possible if they will not be attending the meeting.
5. TREASURER REPORT: Treasurer Ross provided the board with an update on HOA budget and plans for presenting at the annual meeting.
6. ADJOURNMENT: President McGowan made a motion to adjourn the meeting at 9:56 A.M. Seconded by Barker. All ayes. Motion approved.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
9:00 AM November 18, 2022
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X__ Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 9:02 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Meeting Minutes from the September 8, 2022, for review. Treasurer Ross moved to approve the minutes. Seconded by Board Member Barker. All Ayes. The minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided the board with update on HOA budget; many homeowners in collections have been cleared, 6 homeowners remain in collections process (4 from previous years, 2 homeowners from 2022). Treasurer Ross noted that the HOA is still within budget for this year.
4. NEW BUSINESS: President McGowan provided the board with two 2023-2025 landscaping bids to review. Board reviewed bids. Both bids were comparable in services offered. The Balanced Environments’ bid was slightly lower than Landscape Concepts’ bid. Treasurer Ross moved to accept the bid from Balanced Environments. Seconded by Board Member Barker. All ayes. Motion passed.
Discussed preliminary planning for next Annual HOA Meeting. Board agreed to run the meeting virtually with a proposed date of February 6, 2023 at 7:00pm. Board will mail out annual mailing by January 6, 2023.
Treasurer Ross provided board with a draft of the 2023 budget. Board reviewed budget. Board Member Barker will gather bids for pond maintenance prior to finalizing proposed budget.
5. OLD BUSINESS: President McGowan provided the board with an update regarding a homeowner’s concern with a fallen tree limb on their property and the HOA’s response denying their request to remove it. President McGowan noted the homeowner has requested the board reconsider the decision. Reviewed previous advice from legal counsel and previous decisions with similar requests. President McGowan will review previous board records before the board makes a final decision.
6. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 9:53 A.M. Seconded by Barker. All ayes. Motion approved.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
10:00 AM September 8, 2022
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X__ Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 10:02 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Meeting Minutes from the June 7, 2022, for review. President McGowan moved to approve the minutes. Seconded by Board Member Barker. All Ayes. The minutes were adopted.
6. NEW BUSINESS: President McGowan updated the board on a landowner requesting that the HOA take care of branches that had fallen on their property after a storm, from a neighboring HOA property tree. Board agreed to seek legal counsel regarding responsibilities and liability in handling vegetation falling onto neighboring private property.
7. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 10:13 A.M. Seconded by Secretary Ceisel. All ayes. Motion approved.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
10:00 AM JUNE 7, 2022
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X__ Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 10:06 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Meeting Minutes from the March 21, 2022, for review. President McGowan moved to approve the minutes. Seconded by Treasurer Ross. All Ayes. The minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided update on homes with dues balances in arrears, collections, and unpaid. Treasurer Ross noted that there are 12 homeowners in arrears, 8 homeowners who are outstanding for 2022 that were forwarded to ADAC for collections, and 4 homeowners who have already been sent to collections from previous years’ unpaid balances.
Treasurer Ross noted that the HOA is still within budget for the year. Treasurer Ross noted the pond maintenance balances, 2 of 3 lawn maintenance balances, insurance balances, and taxes have all been paid. Treasurer Ross noted that the HOA is still accruing saving into funding the total fence replacement when needed.
4. PRESIDENT REPORT: President McGowan updated the board on the following: one homeowner requested the HOA fence by their property along Washington be repaired; a quote for this repair was requested and approved by board.
President McGowan noted the Community Clean-up walk was completed on May 15th, 2022.
President McGowan noted that the letter regarding declaration violation sent to owner and renter, regarding dumping landscaping materials on HOA property. The board received a response from the renter stating that they will take care of this.
5. OLD BUSINESS: President McGowan noted the request for costs for survey work along perimeter was made, but has not been responded to, and the board will need to address this at later date.
6. NEW BUSINESS: Discussed possibly setting policy, procedures, and potential fines for declaration violations. Discussed having policy in place to deter dumping on HOA property. Discussed gathering more information to inform such a policy being made.
President McGowan noted the contracts with Balanced Environment and Rollins Aquatic end after this year. Discussed board putting in request for proposals for landscape and pond contracts 2023-2025 with different companies. Board Member Barker volunteered to get bids for pond maintenance; Board Member Sullivan volunteered to get bids for landscaping.
Discussed gathering information regarding potential total HOA fence replacement in the future to make sure it is budgeted for correctly. Discussed warning homeowners of replacement coming with ample time as they will temporarily be without a fence; discussed including memo in the annual mailer. Discussed checking with village regarding any restrictions or parameters in choosing fencing material and height; Board Member Sullivan volunteered to contact the village.
Scheduled board walk through of landscaping for June 16th at 10:00am.
7. ADJOURNMENT: Secretary Ceisel made a motion to adjourn the meeting at 10:42 A.M. Seconded by President McGowan. All ayes. Motion approved.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
9:30 AM MARCH 21, 2022
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X__ Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 9:31 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Minutes from the January 31, 2022 for review. President McGowan moved to approve the minutes. Seconded by Board Member Barker. All Ayes. The January 31, 2022 Board Meeting Minutes were adopted. Reviewed Timberwoods HOA Annual minutes from February 7, 2022.
3. TREASURER REPORT: Treasurer Ross provided update on homes with dues balances in arrears, collections, and unpaid. Treasurer Ross noted that there are 29 homeowners in arrears, 25 homeowners who are outstanding for 2022, and 4 homeowners who have already been sent to collections from previous unpaid balances. Discussed sending out second notice invoice with additional late fee and due date or April 25th, 2022, otherwise homeowners balances will be sent to collections.
4. PRESIDENT REPORT: President McGowan updated the board on the following: one homeowner requested the HOA fence by their property along Almond be repaired; a quote for this repair has been requested.
President McGowan also reported that the 2021 federal and state HOA taxes have been completed and filed.
5. OLD BUSINESS: President McGowan reminded the board that the contracts with Balanced Environment and Rollins Aquatic end after this year.
President McGowan noted that since beginning with ADAC for collections, the HOA had turned over 47 accounts and has now resolved 43 accounts, recovering $ 17,418.32 for the association; the remaining 4 accounts include 2 with foreclosure liens, 1 with a payment plan, and 1 pending resolution.
President McGowan noted the request for costs for survey work along perimeter was made, but the proposal has not been received yet and the board may need to reach out to additional survey companies.
6. NEW BUSINESS: Discussed election of board positions for 2022. Reviewed main duties of each position. Board voted and approved the following board member positions to be retained: President – Kevin McGowan, Secretary – Angela Ceisel, and Treasurer – Carl Ross. President McGowan motioned to approve positions for 2022; seconded by Board Member Barker; all ayes. Motion approved.
President McGowan presented proposal from Balanced Environments for 2” mulch for $8270.00.
Board review the proposal. President McGowan moved to approve bid for mulching; seconded by Secretary Ceisel; all ayes. The motion was approved.
President McGowan reviewed policy decision by board regarding tree removal requests from homeowners. The board agreed that if trees are still alive, the board will not remove trees; however, homeowners are free to remove any overgrowth or overhanging branches on their property at their own expense.
President McGowan noted that the board is still waiting on quotes for fence repairs along Almond Road.
Board discussed organizing neighborhood clean-up initiative for HOA outlot areas. Board scheduled clean-up walk for April 24th at 8:00am. Board will post on Facebook and email HOA homeowners requesting volunteers to participate in clean-up walk.
Discussed scheduling board walk through of HOA outlot areas in April to check for possible issues that need to be addressed. Also discussed checking pond safety signs by Timberwoods Park and have them replaced if needed.
7. ADJOURNMENT: Ross made a motion to adjourn the meeting at 10:06 A.M. Seconded by McGowan. All ayes. Motion approved.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
10:00 AM JANUARY 31, 2022
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X__ Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 10:02 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Minutes from the October 26, 2021 for review. President McGowan moved to approve the minutes. Treasurer Ross noted a grammar correction. Seconded by Treasurer Ross. All Ayes. The October 26, 2021 Board Meeting Minutes were adopted.
3. NEW BUSINESS: Board discussed annual meeting responsibilities. Planned for Board Member Barker to run meeting, Board Member Sullivan to run the presentation slides, President McGowan to take attendance, Secretary Ceisel to take minutes, and Treasurer Ross host and to go over finances and proposed 2022 budget.
President McGowan reported on two different homeowner concerns regarding trees they would like removed. Board agreed to discuss further at next meeting after gathering more information.
Board Member Barker noted that the board would need to hire someone to install new pond safety signs. Discussed hiring handyman and moving forward.
4. ADJOURNMENT: Secretary Ceisel made a motion to adjourn the meeting at 10:18 A.M. Seconded by Treasurer Ross. All ayes. Motion carried.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
9:00 AM October 26, 2021
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X__ Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 9:01 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Minutes from the September 29, 2021 for review. President McGowan moved to approve the minutes. Seconded by Barker. All Ayes. The September 29, 2021 Board Meeting Minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided update on homes with dues balances in arrears, collections, and unpaid. Treasurer Ross noted that there are eight homeowners in arrears. Treasurer Ross noted the HOA is currently staying within budget.
4. PRESIDENT REPORT: President McGowan updated the board on the following: payment was sent to ADAC to address long-term overdue accounts, planning to move forward with Sight on Solutions regarding marking property lines for HOA property where concerns were brought up, and that the HOA landscaping walk was cancelled due to poor weather.
5. OLD BUSINESS: Board Member Barker noted he got bids for replacing faded pond area signs and is moving forward.
6. NEW BUSINESS: President McGowan provided proposed budget for 2022. Board reviewed budget and noted is consistent with previous year and includes funds for re-mulching and possible HOA bookkeeper. Board agreed upcoming annual meeting would be virtual to best accommodate homeowners. Annual meeting scheduled for February 7th, 2022, at 7:00pm via Zoom. Board planned for community clean-up effort to be discussed further at annual meeting.
7. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 9:28 A.M. Seconded by President McGowan. All ayes. Motion carried.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
3:30 PM September 29, 2021
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
___ Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 3:35 P.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Minutes from the July 20, 2021 for review. President McGowan moved to approve the minutes. Seconded by Barker. All Ayes. The July 20, 2021 Board Meeting Minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided update on homes with dues balances in arrears, collections, and unpaid. Treasurer Ross noted that three homeowners previously in arrears have now cleared their accounts. Treasurer Ross noted the HOA is in currently staying within budget.
4. PRESIDENT REPORT: President McGowan updated the board on the following:
· The fences repairs along Washington and Almond have been completed
· The Timberwoods monuments letters have been repaired
· The new landscaping around the monuments has been installed
5. OLD BUSINESS: President McGowan provided update on options for moving forward with accounts in arrears. President McGowan noted the board has the option to move the three accounts in arrears into the forcible detainer process. Discussed the options presented. President McGowan moved to make initial payment and start this process with ADAC. Seconded by Secretary Ceisel. All Ayes.
President McGowan provided update on new fences installed by entryway and possible boundary issues. President McGowan noted to look further into the situation the board would need to hire a survey crew. Planned to get bids from survey companies to put in boundary markers.
President McGowan noted a concern that a homeowner by Brentwood and Old Walnut is maintaining association property grass. Planned to inform them where association property begins.
President McGowan provided update that Rollins Aquatic is performing pond maintenance as scheduled. President McGowan reported that Balanced Environments is performing landscaping as scheduled.
6. NEW BUSINESS: President McGowan provided the Board with information regarding the proposal by Cantey and Associates to complete of HOA tax returns for 2021 and 2022. President McGowan moved to approve accepting Cantey and Associates’ bid to complete tax returns for 2021 and 2022. Seconded by Treasurer Ross. All Ayes.
President McGowan asked the board about any improvements this board is aware of that need to be made next year. Secretary Ceisel noted that the signs surrounding the ponds are all sun-faded and need to be replaced. Board Member Barker planned to get bid for signs. Board planned to complete HOA property walk to review other possible improvements.
Scheduled next board meeting for October 26, 2021 to review 2022 budget.
7. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 8:52 A.M. Seconded by President McGowan. All ayes. Motion carried.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
8:00 AM July 20, 2021
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 8:04 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Minutes from the April 15, 2021 for review. President McGowan moved to approve the minutes. Seconded by Treasurer Ross. All Ayes. The April 15, 2021 Board Meeting Minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided update on homes with dues balances in arrears, collections, and unpaid. Treasurer Ross noted the HOA is in currently staying within budget.
4. PRESIDENT REPORT: President McGowan updated the board on the debris matter with the home on Old Walnut Circle. The homeowner cleared all debris at no cost to the HOA. President McGowan noted that there have been some questions regarding the new fencing at the same home that boarders HOA property; a few homeowners questioned if the fence along Washington goes onto HOA property.
President McGowan reported a homeowner’s observation that a letter on the Timberwoods monument had fallen down. President McGowan and Secretary Ceisel noted that upon inspection, it would need repair. Board agreed look into how and to have repairs done as soon as possible.
President McGowan reported a homeowner’s concern about grass being cut properly. President McGowan noted that upon inspection the areas were being maintained properly and as scheduled.
5. OLD BUSINESS: President McGowan reported that Rollins Aquatic is performing pond maintenance as scheduled. President McGowan reported that Balanced Environments is performing landscaping as scheduled.
President McGowan provided update on recent landscaping improvements along Washington Road. President McGowan noted that dead trees have been removed and the board agreed the appearance of trees along Washington is much improved. Board agreed there is no need for additional trees to be removed as suggested by Balanced Environments originally. President McGowan reviewed possible landscaping improvements by the monuments, as suggested by a 2020 bid from Balanced Environments, including: removal of existing plantings, replacement plantings in the Fall, and the additional water to be trucked in to establish plants. Treasurer Ross moved to accept the bid. Seconded by Board Member Barker. All ayes. Motion carried.
6. NEW BUSINESS: President McGowan provided the Board with an update from ADAC options for the four homes who have been in collections prior to 2021. Board agreed to get additional information from ADAC regarding process.
Board discussed what to do about seven homes who have not paid this year, who have received notice to pay by May 15, 2021 or their balances will be sent to collections. President McGowan moved to send homeowners with unpaid 2021 HOA fees to ADAC. Seconded by Secretary Ceisel.
7. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 8:52 A.M. Seconded by President McGowan. All ayes. Motion carried.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
11:15 AM APRIL 15, 2021
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
X Corey Barker ‘22’
X Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 11:20 A.M.
2. SECRETARY REPORT: Secretary Ceisel provided the Board Minutes from the February 22, 2021 for review. Treasurer Ross moved to approve the minutes. Seconded by Board Member Barker. All Ayes. The February 22, 2021 Board Meeting Minutes were adopted.
3. NEW BUSINESS: President McGowan provided the Board with an update regarding board’s request a homeowner remove debris on the edge of HOA and private property on Old Walnut Circle. President McGowan noted that the homeowner’s response included a request that HOA continue seasonal landscaping maintenance on their property that was previously maintained by error. President McGowan moved to endorse original declaration responsibilities which does not include entryway private property on Old Walnut Circle landscaping maintenance. Seconded by Board Member Barker. All ayes. Motion carried.
Discussed the same homeowner’s request to split cost of debris removal on both the HOA east entrance Old Walnut Circle and private property. President McGowan noted that during a walk through with Landscapers in early March 2021 the majority of the debris was not present. Discussed splitting the cost as some of the debris was left from last year’s landscaping on HOA property. Discussed reminding homeowner that any future maintenance along Old Walnut Circle private property is their sole responsibility. Board Member Sullivan moved to propose to split the cost to remove the debris on the edge of HOA and private property on Old Walnut Circle with the homeowner. Seconded by Ross. 4 Ayes, 1 Nay. Motion carried.
President McGowan provided tree removal bid from Balanced Environments, Inc. for the board to review. Board Member Barker provided a tree removal bid from Ramon’s Landscaping, Inc. for the board to review. President McGowan noted that during walk-through, the board identified 22-25 trees that are dead and need to be removed. Board noted the Balanced Environments, Inc. bid was the lower-priced option. Treasurer Ross moved to approve the Balanced Environments, Inc tree removal bid. Seconded by President McGowan. All ayes. Motion carried.
President McGowan informed the board of a homeowner’s question regarding cleaning up Outlot G. President McGowan noted that Outlot G was one of the first areas cleaned up when beginning to clean up of all outlots and not all areas have been cleaned up yet. Discussed the board doing a walk-through of all areas to prioritize clean up and maintenance. Treasurer Ross proposed that the board inform them that the board is in process of prioritizing areas and we will get back to when a decision is made.
4. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 11:46 A.M. Seconded by Board Member Sullivan. All ayes. Motion carried.
Submitted by,
Angela Ceisel
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
7:00 PM FEBRUARY 22, 2021
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '22'
X Treasurer Ross ‘21’
X Secretary Ceisel '21'
Board Members
Corey Barker ‘22’
X Christine Sullivan '22'
1. CALL TO ORDER: Meeting was called to order by Acting President McGowan at 7:05 PM.
2. SECRETARY REPORT: Acting President McGowan provided the Board Minutes from the November 30, 2020 and February 04, 2021 for review. Angela Ceisel moved to accept both sets of minutes. Seconded by Carl Ross. All Ayes. The November 30, 2020 and February 04, 2021 Board Meeting Minutes were adopted. The Board then reviewed draft minutes from the February 08, 2021 Annual Meeting and agreed to submit it to the Homeowners for review without changes.
3. TREASURER REPORT: Acting Treasurer Ross provided the Board with a short update indicating there are 58 homes that have not paid their 2021 assessment and that four additional homes are in collections. He requested Board input on when to apply late fees and to send updated invoices. Kevin McGowan moved that Late Fees should be assessed and mailed to all Homeowners in arrears after March 15th. Seconded by Angela Ceisel. All Ayes. The motion was adopted.
4. PRESIDENT REPORT: Acting President McGowan provided the Board with an update that there had been one Homeowner request for additional clean-up of the front entrance, that the submittal of the request for proposals regarding a Bookkeeping resulted in limited responses none of which were local, and that the Association 2020 taxes had been filed.
5. OLD BUSINESS: Acting President McGowan provided the Board with copies of the existing contracts in place for 2021 and a proposal from Balanced Environments, Inc. for 2021 landscaping enhancements. The Board reviewed the Balanced Environments proposal but wanted additional information on which trees were specifically singled out for removal and the level of work that would take place in April. The proposal was tabled in favor of a request to Balanced Environments to mark the trees proposed for removal and/or a walk thru by Balanced Environments with the Board to provide more specifics.
6. NEW BUSINESS: Acting President McGowan indicated new officers were needed for the remainder for 2021. Following a discussion, Kevin McGowan agreed to serve as President, Carl Ross agreed to serve as Treasurer, and Angela Ceisel agreed to serve as Secretary for 2021. President McGowan asked if there were any additional new business items. None were presented.
7. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 7:45 P.M. Seconded by Secretary Ceisel. All ayes. Motion carried.
Submitted by,
Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
8:15 PM FEBRUARY 04, 2021
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '20'
X Treasurer Ross ‘21’
X Secretary Barker '20'
Board Members
X Angela Ceisel '21'
X Christopher Reilly '20'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 8:25 PM.
2. NEW BUSINESS: President McGowan indicated the purpose of this meeting was to determine how the Board would present materials to the Homeowners in an online format. After a discussion it was decided that: Christopher Reilly would host the meeting, monitor chats, and determine who would be muted and unmuted; Corey Barker would run the meeting and present materials to the Homeowners; Angela Ceisel would screen share and present the meeting slides; Carl Ross would present the financial report; and Kevin McGowan would take attendance and record minutes The Board decided the meeting information will be included in the Annual Mailing and will be posted to the Association web page
3. ADJOURNMENT: President McGowan made a motion to adjourn the meeting at 8:55 P.M. Seconded by Chris Reilly. All ayes. Motion carried.
Submitted by,
Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
7:30 PM NOVEMBER 30, 2020
ZOOM CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '20'
X Treasurer Ross ‘21’
X Secretary Barker '20'
Board Members
X Angela Ceisel '21'
X Christopher Reilly '20'
1. CALL TO ORDER: Meeting was called to order by President McGowan at 7:37 PM.
2. SECRETARY REPORT: President McGowan provided the Board Minutes from the November 13, 2020 for review. Treasurer Ross moved to accept. Seconded by Christopher Reilly. All Ayes. The November 13, 2020 Board Meeting Minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided the Board with a short update indicating the final 2020 landscaping bill had been paid.
4. PRESIDENT REPORT: President McGowan provided the Board with an update on a referral from ADAC for alternative legal services related to foreclosures, that the fence repair work was expanded and completed, and that all approved minutes for 2020 had been sent to Angela Ceisel for posting on the web page.
5. OLD BUSINESS: No old business was discussed.
6. NEW BUSINESS: President McGowan presented the Board with a draft budget for 2021 which reflected committed 2021 expenses and line items adjusted for actual expenses incurred in 2020. He indicated the two line items where increased costs could be expected were legal fees related to delinquent homeowners and landscaping enhancements along Washington Street. Following a discussion the Board determined there was no need to increase assessments for 2021 leaving it flat at $ 270.00 per home and made some individual line changes to create a balanced budget for $ 42,660.00. Angela Ceisel moved to approved the revised 2021 budget. Seconded by Secretary Barker. All Ayes. The 2021 Budget was adopted. The Board then turned its attention to the 2021 Annual Homeowners Meeting. Alternative dates were discussed and Monday February 8th, 2021 was selected. The meeting will be virtual and will be scheduled to begin at 7:00 PM. The Board decided the meeting information will be included in the Annual Mailing and will be posted to the Association web page
7. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 8:05 P.M. Seconded by Chris Reilly. All ayes. Motion carried.
Submitted by,
Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
8:00 AM JUNE 23, 2020
TELEPHONE CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '20'
X Treasurer Ross ‘21’
X Secretary Barker '20'
Board Members
X Angela Ceisel '21'
X Christopher Reilly '20'
Management
Rob Baran
1. CALL TO ORDER: Meeting was called to order by President McGowan at 8:02 AM.
2. SECRETARY REPORT: Secretary Barker provided the Board Minutes from the April 07, 2020 for review. Christopher Reilly moved to accept the April 07, 2020. Seconded by Angela Ceisel. All Ayes. The April 07, 2020 Board Meeting Minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided the Board with a summary of the current state of the financial accounts. He indicated that 23 Homeowners have not paid their 2020 assessment and 4 homes are currently in collections, which are being handled by ADAC. He further indicated the current Association balances as $46,241.16 in checking account and $57,658.47 in the savings (reserve) account.
4. PRESIDENT REPORT: President McGowan informed the Board that Carlynn Management Services failed to provide any records regarding their time as Association Managers and were unable to provide a listing of new Homeowners since they took over management. He also notified the Board that all vendors have been informed of the change in contact procedures. He finally noted he has been responding to all Homeowner inquiries.
5. OLD BUSINESS: The Board revisited the need to improve the Association webpage. Board Member Ceisel volunteered to take on the responsibility of improving the appearance and content. It was also decided that the webpage is the official communication channel for the Association.
6. NEW BUSINESS: President McGowan indicated the next Board meeting would include items for setting up for 2021.
7. ADJOURNMENT: Treasurer Ross made a motion to adjourn the meeting at 8:45 A.M. Seconded by Chris Reilly. All ayes. Motion carried.
Submitted by,
Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
9:00 AM APRIL 07, 2020
TELEPHONE CONFERENCE
GURNEE, ILLINOIS 60031
Officers
X President McGowan '20'
X Treasurer Ross ‘21’
X Secretary Barker '20'
Board Members
X Angela Ceisel '21'
X Christopher Reilly '20'
Management
Rob Baran
1. CALL TO ORDER: Meeting was called to order by President McGowan at 9:00 AM.
2. SECRETARY REPORT: Secretary Barker provided the Board Minutes from the March 23, 2020 for review. President McGowan moved to accept the March 23, 2020. Seconded by Treasurer Ross. All Ayes. The March 23, 2020 Board Meeting Minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided the Board with a summary of the current state of the financial accounts. He indicated that 114 Homeowners had paid their 2020 assessment, 4 homes are currently in collections and are handled by ADAC, leaving 40 Homes unpaid for 2020. Treasurer Ross moved to assess the $ 25.00 late fee on May 1st. Seconded by Secretary Barker. All Ayes. The 2020 late fee of $25.00 will be posted to all accounts unpaid as of 30 April 2020. He further indicated the current Association balances as $48,398.00 in checking account and $57,658.47 in the savings (reserve) account. Treasurer Ross initiated a discussion on how to handle financial issues with the impending departure of Carlynn Management Services. The Board agreed to consider several options moving ahead in 2020 including the purchase of Quickbooks for the Treasurer, the potential to hire a Bookkeeper, and the potential to hire another management firm.
4. PRESIDENT REPORT: President McGowan informed the Board that the separation letter had been sent to and received by Carlynn Management Services.
5. OLD BUSINESS: President McGowan reviewed the options currently available for additional 2020 landscaping services based on a bid from Balanced Environmental Services, Inc. dated 21 October 2019. He moved accept their bid item # 11 to clean-up Outlot M for $ 8,225.00. Seconded by Treasurer Ross. An extensive discussion took place weighting multiple options and providing individual viewpoints on priorities. The Question was called with a voice vote of 4 ayes and 1 nay. President McGowan will sign the contract to clean-up Outlot M and work with Carlynn Management Services to get it implemented.
President McGowan indicated he would follow-up with Carlynn Management Services to set-up a meeting with Rollins Aquatic Solutions to educate the Board regarding pond management issues.
The Board also discussed the need to improve communication with the Community through electronic media.
6. NEW BUSINESS: President McGowan indicated the next Board meeting would likely take place in May.
7. ADJOURNMENT: President McGowan made a motion to adjourn the meeting at 9:40 A.M. Seconded by Chris Reilly. All ayes. Motion carried.
Submitted by,
Corey Barker
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
7:15 PM MARCH 09, 2020
MEETING ROOM – HUNT CLUB COMMUNITY CENTER, GURNEE, ILLINOIS
Officers
X Corey Barker '20'
X Carl Ross ‘21’
X Kevin McGowan '20'
Board Members
Angela Ceisel '21’
X Christopher Reilly '20'
Management
X Rob Baran
1. CALL TO ORDER: Meeting was called to order by Board Member McGowan at 7:35 PM.
2. INTRODUCTION: Board Member McGowan indicated the purpose of the meeting was to establish who would serve as officers for 2020. The elections help the organization run smoothly by dividing responsibilities and they only last for the calendar year.
3. SELECTION OF OFFICERS: Following a discussion, Kevin McGowan agreed to serve as President for 2020, Carl Ross agreed to serve as Treasurer for 2020, and Corey Barker agreed to serve as Secretary for 2020.
4. ADJOURNMENT: President McGowan made a motion to adjourn the meeting at 7:45 P.M. Seconded by Secretary Barker. All ayes. Motion carried.
Respectfully submitted by,
Kevin McGowan
TIMBERWOODS HOMEOWNERS ANNUAL MEETING MINUTES
7:00 PM MARCH 09, 2020
MEETING ROOM – HUNT CLUB COMMUNITY CENTER
GURNEE, ILLINOIS
Officers
President Dan Umansky ‘19’
X Treasurer Carl Ross ‘19’
X Secretary Kevin McGowan '20'
Board Members
X Corey Barker ‘20’
X Christopher Reilly '20'
1. CALL TO ORDER: Meeting was called to order by Secretary McGowan at 7:02 PM. Secretary McGowan indicated a quorum of more than 20 percent of the homes (32) were represented in person (8) or by proxy (26).
2. APPROVAL OF THE MINUTES: Secretary McGowan requested a motion to accept the Annual Minutes for February 12, 2019. Carl Ross moved the approval of the Minutes. Seconded by Chris Reilly. All ayes. The February 12, 2019 Annual Minutes were approved.
3. INTRODUCTIONS: Secretary McGowan explained that President Umansky could not attend the meeting and that he would be presiding in his place. He then had the Board Members and Robert Baran from Carlynn Management provide introductions of themselves to the membership in attendance.
4. DISCUSSION: Secretary McGowan provided the membership a handout with agenda for the meeting. He explained the role of the Board and the locations of responsibility regarding the 12 designated outlots and 3 ponds with a subdivision map. He noted the Board accomplishments in 2019 included holding five Board meetings and approving landscaping and pond contracts. This was followed by the presentation of the 2020 budget and a financial report for income and expenses for fiscal year 2019.
5. ELECTIONS: Secretary McGowan informed the Membership that two Board positions were open for the 2020 and 2021 Calendar years. Prior to the meeting, one application was received from Muhammad Saleem and Carl Ross agreed to run again. The floor was opened to nominations and owner Angela Ceisel was nominated by her husband. With three nominees and two position, ballots were cast by a show of hands. Votes were cast. Owners Angela Ceisel and Carl Ross received the greatest number of votes and were elected to the Board for 2020 and 2021.
6. NEW BUSINESS: Secretary McGowan asked the Membership to bring up any questions or concerns they might have. Multiple owners expressed concern and confusion regarding the way and the type of information that was provided to Homeowners regarding the 2020 Annual Meeting and the 2020 Annual Assessment. The Board acknowledged a number of mistakes had been made and that steps were being taken to correct those issues.
7. ADJOURNMENT: Secretary McGowan requested a motion to adjourn the meeting at 7:25 P.M. Owner Carl Ross moved to adjourn the meeting. Seconded by Cory Barker. All ayes. Motion carried.
Respectfully submitted by,
Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES
8:00 AM FEBRUARY 25, 2020
7229 CASCADE WAY, GURNEE, ILLINOIS 60031
Officers
Dan Umansky '19'
X Carl Ross ‘19’
X Kevin McGowan '20'
Board Members
X Corey Barker '20'
Christopher Reilly '20'
Management
Rob Baran
1. CALL TO ORDER: Meeting was called to order by Secretary McGowan at 8:00 AM.
2. SECRETARY REPORT: Secretary McGowan provided the Board Minutes from the November 11, 2019 for review. One correction was noted by Treasurer Ross. Treasurer Ross moved to accept the corrected November 11 Meeting Minutes. Seconded by Director Barker. All Ayes. The November 11, 2019 Board Minutes were adopted.
3. TREASURER REPORT: Treasurer Ross provided the Board with a record of financial transactions from December 21, 2018 to February 26, 2020 and a comparison of the 2019 budget to actual 2019 expenses. After a discussion the Board decided to present the 2019 budget to actual expenses to the Homeowners at the March 9th Annual Meeting.
4. OLD BUSINESS: Secretary McGowan requested Board input on the performance of Carlynn Management Services in regards to the annual meeting and the submission of materials to the Homeowners. Following this discussion Secretary McGowan moved that the recently signed Carlynn Management Services contract be reviewed by Kovitz Shifrin Nesbit (KSN), the Association’s legal representation, for interpretation. Seconded by Treasurer Ross. All Ayes. Secretary McGowan will send the existing Carlynn Management Services contract to KSN for review.
Secretary McGowan presented to the Board a proposed contract obtained by Carlynn Management Services for landscaping services with Balanced Environments, Inc. for the 2020 growing season with options for 2021 and 2022 and a 30 day cancellation clause. Following a discussion, Treasurer Ross moved to accept the Balanced Environments, Inc bid with options. Seconded by Director Barker. All Ayes. Secretary McGowan will work with Carlynn Management Services to execute the contract.
Secretary McGowan presented to the Board a proposed contract obtained by Carlynn Management Services for pond maintenance services with Rollins Aquatic Solutions for the 2020 growing season with options for 2021. Following a discussion, Treasurer Ross moved to accept the Rollins Aquatic Solutions bid. Seconded by Director Barker. All Ayes. Secretary McGowan will work with Carlynn Management Services to execute the contract.
5. NEW BUSINESS: Secretary McGowan requested input from the Board regarding the decision by President Umansky to turn over the responsibility of maintaining the Facebook page he created to the Board as part of his decision to not seek re-election. The Board discussed the merits of having a Facebook page in addition to the Timberwoods web page and how to improve overall communication to the community. The discussion was tabled in order to evaluate potential options.
6. ANNOUNCEMENTS: Secretary McGowan indicated the Board should plan to meet immediately after the March 9th Annual Meeting to elect officers for 2020.
7. ADJOURNMENT: Secretary McGowan made a motion to adjourn the meeting at 9:30 A.M. Seconded by Corey Barker. All ayes. Motion carried.
Respectfully submitted by,
Kevin McGowan
Click here to download 2019 Timberwoods HOA Meeting Minutes.
TIMBERWOODS HOMEOWNERS ANNUAL MEETING MINUTES 7:15 PM FEBRUARY 12, 2019
MEETING ROOM – HUNT CLUB COMMUNITY CENTER GURNEE, ILLINOIS
Officers
X President Kevin McGowan '18'
Treasurer Mike Kruse ‘18’
Secretary Linda Heeter ‘18’
Board Members
X Carl Ross ‘19’
X Dan Umansky ‘19’
CALL TO ORDER: Meeting was called to order by President McGowan at 7:15 PM. President McGowan indicated a quorum of more than 20 percent of the homes (32) were represented in person (8) or by proxy (31).
APPROVAL OF THE MINUTES: President McGowan requested a motion to accept the Annual Minutes for February 26, 2018. Carl Ross moved the approval of the Minutes. Seconded by Dan Umansky. All ayes. The February 26, 2018 Annual Minutes were approved.
INTRODUCTIONS: President McGowan had the Board Members provide introductions of themselves to the membership in attendance.
DISCUSSION: President McGowan provided the membership with an introduction to the role of the Board and the locations of responsibility regarding the 12 designated outlots and 3 ponds with a subdivision map. This was followed by a handout presentation that reviewed the accomplishments in 2018, which included house closing documents, removal of dead trees along the perimeter of Outlot H, tree trimming in Outlot G, Mulching landscape areas, legal consultation regarding encroachment and contracts, Association bid solicitations, and the selection of pond and management contractors. He also provided information regarding the details behind raising the annual assessment.
ELECTIONS: President McGowan informed the Membership that three Board positions were open for the 2019 and 2020 Calendar years. Prior to the meeting, four applications were received from Corey Barker, Meaghan Dahm, Christopher Reilly, and David Wrisley. The floor was opened to nominations and owner Peter Wells nominated Kevin McGowan. Paper ballots with the four applications were provided to Owners in attendance. Votes were cast. Owners Corey Barker, Christopher Reilly and Kevin McGowan received the greatest number of votes and were elected to the Board for 2019 and 2020.
NEW BUSINESS: President McGowan asked the Membership to bring up any questions or concerns they might have. Owner Bennett asked the Board for additional information regarding the increase in the assessment. Details were provided about the costs for deferred landscape improvements and the costs with bringing in a management firm. Owner Ainapure raised a concern regarding the costs taken on by Owners when sent to collections with ADAC.
ADJOURNMENT: President McGowan requested a motion to adjourn the meeting at 8:15 P.M. Owner Carl Ross moved to adjourn the meeting. Seconded by Dan Umansky. All ayes. Motion carried.
Respectfully submitted by, Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES 8:15 PM FEBRUARY 12, 2019
LOBBY – HUNT CLUB COMMUNITY CENTER GURNEE, ILLINOIS
Officers
X President Dan Umansky ‘19’
X Treasurer Carl Ross ‘19’
X Secretary Kevin McGowan '20'
Board Members
Corey Barker '20'
X Christopher Reilly ‘20'
Visitors
Rob Baran
CALL TO ORDER: Meeting was called to order by Board Member McGowan at 8:20 PM.
INTRODUCTION: Board Member McGowan indicated the purpose of the meeting was to establish who would serve as officers for 2019. The elections help the organization run smoothly by dividing responsibilities and they only last for the calendar year.
SELECTION OF OFFICERS: Following a discussion, Dan Umansky agreed to serve as President for 2019, Carl Ross agreed to serve as Treasurer for 2019, and Kevin McGowan agreed to serve as Secretary for 2019.
ADJOURNMENT: Secretary McGowan made a motion to adjourn the meeting at 8:25 P.M. Seconded by President Umansky. All ayes. Motion carried.
Respectfully submitted by, Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES 11:00 AM MARCH 4, 2019
728 PENNY LANE, GURNEE, ILLINOIS
Officers
X President Dan Umansky ‘19’
X Treasurer Carl Ross ‘19’
X Secretary Kevin McGowan '20'
Board Members
X Corey Barker '20'
X Christopher Reilly ‘20'
Visitors
Rob Baran
CALL TO ORDER: Meeting was called to order by President Dan Umansky at 11:00 AM.
SECRETARY REPORT: Secretary McGowan provided the Board Minutes from the November 5, 2018, January 11, 2019, and February 12, 2019 for review. Treasurer Ross moved to accept the three Meeting Minutes. Seconded by President Umansky. All Ayes. The November 5, 2018, January 11, 2019, and February 12, 2019 Board Meeting Minutes were adopted.
TREASURER REPORT: Treasurer Ross provided the Board with an update on the transitioning of Treasurer records to himself. He noted his name is on the bank account and that former Treasurer Kruse has been removed. As of the end of February the Reserve Account has $ 55,098.19 in funds and the Operating Account has $ 28,119.71 in funds. The 2019 assessment checks are being processed as they arrive and updated in Quickbooks. He noted the coordination of information between Carlynn Management Services and the Treasurer is still being worked out.
MANAGEMENT REPORT: Rob Baran indicated the most pressing issue was to decide on a landscaping firm for the 2019 season. He presented three options to the Board from the Acres Group, Balanced Environments Inc., and Landscape Concepts Management.
OLD BUSINESS: Following a discussion of the merits of the three landscape proposals, Treasurer Ross moved to accept the contract with Balanced Environments Inc. for the 2019 season with options for 2020 and 2021. Seconded by Corey Barker. On a voice vote there were four ayes and one nay. The motion to contract with Balanced Environments Inc. was adopted.
NEW BUSINESS: The Board expressed an interest to conduct a review of the current landscaping conditions with Balanced Environments Inc. for the purpose of defining expectations and identifying potential landscape improvements. Similarly, the Board expressed an interest to meet with Rollins Aquatic Services to better understand pond treatment options. These meetings were tasked to Carlynn Management Service to arrange.
ADJOURNMENT: President Umansky made a motion to adjourn the meeting at 11:55 A.M. Seconded by Christopher Reilly. All ayes. Motion carried.
Respectfully submitted by, Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES 8:00 AM SEPTEMBER 25, 2019
7229 CASCADE WAY, GURNEE, ILLINOIS 60031
Officers
X Dan Umansky '19'
X Carl Ross ‘19’
X Kevin McGowan '20'
Board Members
X Corey Barker '20'
Christopher Reilly '20'
Management
X Rob Baran
CALL TO ORDER: Meeting was called to order by President Dan Umansky at 8:00 AM.
SECRETARY REPORT: Secretary McGowan provided the Board Minutes from the March 4, 2019 for review. Treasurer Ross moved to accept the March 4 Meeting Minutes. Seconded by President Umansky. All Ayes. The March 4, 2019 Board Minutes were adopted.
TREASURER REPORT: Treasurer Ross provided the Board with a record of financial transactions from February 1 to September 10, 2019 and a listing of Accounts Receivable as of August 27, 2019. He noted the difficulty of uploading the existing Quickbooks data to Quickbooks online has prevented that change from becoming a reality. Treasurer Ross moved to turn over all Accounts Receivable accounts for collection. Seconded by President Umansky. This lead to a discussion of the current Account Receivables accounts and the high rate of delinquencies for 2019. Based on the discussion, President Umansky moved that Carlynn Management Services should send a certified letter to each of the delinquent Owners demanding payment. Seconded by Treasurer Ross. All Ayes. The motion was adopted.
The discussion was further expanded to examine the current collections procedures including ending the current relationship between the Timberwoods Homeowners Association and ADAC for collections. Secretary McGowan provided a historical perspective as to why the Board selected ADAC (lower costs) over Kovitz Shifrin Nesbit (KSN), the Association’s legal representation, and that the Board has never given ADAC permission to proceed to foreclosure to recovery delinquencies. After further discussion, Treasurer Ross moved to have the Board discuss collections with KSN for legal guidance. Seconded by President Umansky. All Ayes. The motion was adopted. Carlynn Management Services representative Rob Baran facilitated that consultation by calling David Bendoff, the Association’s Legal Counsel, who clarified issues surrounding late fees and interest charges. He indicated that a $ 25.00 late fee could only be charged once and is considered reasonable. He further recommended that KSN should handle foreclosures and that he would have a list of charges sent to the Board. The Board instructed Carlynn Management Services to send the current ADAC agreement to KSN for review.
MANAGEMENT REPORT: Rob Baran presented a written summary of Management activities for the past six months, including participation in a landscape walk and submitting to the Board Balanced Environments proposals to landscape improvements, noting that he has received reports from Rollins Aquatic Services indicating the ponds are in good shape, that ADAC has contacted the Association about returning accounts with no activity, and he presented the Board with a proposal from Canty and Associates to provide tax services for 2019 and 2020 that was mailed to Secretary McGowan. When asked about Homeowner contacts in 2019, he indicated there had been no Homeowner complaints about either the landscaping or the ponds. Finally, he presented the Board with a contract to extend Carlynn Management Services for three years.
OLD BUSINESS: Treasurer Ross requested clarification on why no meeting had been arranged with Rollins Aquatic Services to educate the Board on the merits and potential procedures for treating the Association’s three ponds. This meeting was again tasked by the Board to Carlynn Management Services to facilitate.
NEW BUSINESS: Following a discussion of the continued use of Canty and Associates for the Association’s taxes, Treasurer Ross moved to accept the contract with Canty and Associates for the 2019 season and 2020 tax seasons. Seconded by Corey Barker. All Ayes. The motion was adopted.
The Board then turned its attention to landscaping priorities. Secretary McGowan indicated that in 2018 the Board had discussed the 2019 priorities would be marking the property lines between Association land and Homeowner lots and the clean-up of Outlot M, which was deferred from 2018 due to the expense. He then re-introduced the Board a proposal from Sight on Solutions to mark 30 lot lines where encroachment concerns are present. Treasurer Ross moved to accept the Sight on Solutions proposal to mark the property lines. Seconded by Secretary McGowan. An extended discussion occurred on alternative priorities. The Question was called and on a voice vote there were two Ayes and two Nays. The motion is lost.
The Board then discussed the merits of extending Carlynn Management Services, but based on the discussion, the subject was tabled and the Board agreed to meet again on October 21st.
ADJOURNMENT: President Umansky made a motion to adjourn the meeting at 10:35 A.M. Seconded by Corey Barker. All ayes. Motion carried.
Respectfully submitted by, Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES 8:00 AM OCTOBER 28, 2019
7229 CASCADE WAY, GURNEE, ILLINOIS 60031
Officers
X Dan Umansky '19'
X Carl Ross ‘19’
X Kevin McGowan '20'
Board Members
X Corey Barker '20'
Christopher Reilly '20'
Management
X Rob Baran
CALL TO ORDER: Meeting was called to order by President Dan Umansky at 8:00 AM.
SECRETARY REPORT: Secretary McGowan provided the Board Minutes from the September 25, 2019 for review. President Umansky moved to accept the September 25 Meeting Minutes. Seconded by Treasurer Ross. All Ayes. The September 25, 2019 Board Minutes were adopted.
TREASURER REPORT: The Board reviewed a series of financial statements provided by Carlynn Management Services. Treasurer Ross asked if the accounting information was now fully in Quickbooks. A discussion occurred if the accounting books should be reconciled for previous years or if an audit should take place to close the book on previous years. It was also noted that a portion of the delinquent homeowner accounts were paid since the last meeting.
MANAGEMENT REPORT: Rob Baran indicated the Board should move forward in preparing a budget and then sending it to the Homeowners in advance of sending out the Annual Meeting materials. The Board noted that we previously did one mailing to keep the overall mailing costs down.
OLD BUSINESS: President Umansky had the Board turn its attention to a couple of issues remaining from the previous meeting. The first item was the need to move forward on resolving both the delinquent accounts with ADAC and the delinquent accounts for 2019. The discussion generally favored moving future actions against delinquent homeowners to our legal representation of Kovitz Shifrin Nesbit (KSN). There were still unanswered questions regarding the outstanding ADAC accounts and how they should be handled.
The next topic was to evaluate the landscaping proposals from Balanced Environments. President Umansky moved to approve the Balanced Environments proposal for Section 1. Seconded by discussion Treasurer Ross. During the discussion it was noted that it was unclear which trees were to be removed. The motion was tabled and Carlynn Management Services representative Rob Baran was asked to obtain clarification for the Board.
The Board then discussed the merits of extending Carlynn Management Services, but based on the discussion, the subject was tabled and the Board agreed to meet again on November 11th.
ADJOURNMENT: President Umansky made a motion to adjourn the meeting at 9:40 A.M. Seconded by Treasurer Ross. All ayes. Motion carried.
Respectfully submitted by, Kevin McGowan
TIMBERWOODS HOMEOWNERS BOARD MEETING MINUTES 8:00 AM NOVEMBER 11, 2019
7229 CASCADE WAY, GURNEE, ILLINOIS 60031
Officers
X Dan Umansky '19'
X Carl Ross ‘19’
X Kevin McGowan '20'
Board Members
X Corey Barker '20'
Christopher Reilly '20'
Management
Rob Baran
CALL TO ORDER: Meeting was called to order by President Dan Umansky at 8:10 AM.
SECRETARY REPORT: Secretary McGowan provided the Board Minutes from the October 28, 2019 for review. Treasurer Ross moved to accept the October 28 Meeting Minutes. Seconded by President Umansky. All Ayes. The October 28, 2019 Board Minutes were adopted.
OLD BUSINESS: President Umansky indicated the meeting would focus on issues remaining from the previous Board meeting. The three issues to address included: how delinquent accounts should be handled; potential landscape improvements in 2019; and if Carlynn Management Services should be retained beyond the current contract.
Following a review of the additional information regarding collections procedures, Treasurer Ross moved that all Homeowners that are delinquent with their 2019 Association assessment and that are not currently assigned to collections with ADAC be turned over to Kovitz Shifrin Nesbit (KSN) for collections. Seconded by President Umansky. All Ayes. Homes delinquent for 2019 only will be turned over immediately to KSN via Carlynn Management Services.
President Umansky moved that all severely delinquent Homeowners be turned over to ADAC to begin the collections process in accordance with our existing contract. Seconded by Director Barker. All Ayes. Carlynn Management Services will immediately authorize ADAC to begin foreclosure procedures against the four severely delinquent Homeowners currently in their system.
Secretary McGowan provided a review of the 2018 Board’s decision to fund additional boundary marking to resolve landscape property issues and to clean-up Outlot M as the budgeted 2019 property improvements. He also presented to the Board a scaled back property marking proposal from Sight on Solutions to address the 13 most sensitive property lines. Secretary McGowan moved to accept the scaled back bid from Sight on Solutions to mark property lines with signs. Seconded by Treasurer Ross. After a lengthy discussion the question was called with two Ayes and two Nays. It was decided to send information to Director Reilly to cast the deciding vote and the issue was tabled.
President Umansky presented to the Board a draft budget prepared by Carlynn Management Services to keep assessments flat. The Board discussed the budget and revised several line items to have it match the 2019 proposed budget. President Umansky moved to approve the 2020 budget as consistent with the 2019 budget. Seconded by Treasurer Ross. All Ayes. The 2020 budget was adopted.
The next topic was to evaluate the landscaping proposals from Balanced Environments. It was noted that additional information was needed regarding which trees are proposed for removal. The proposals were tabled pending clarification.
The Board then discussed the merits of extending Carlynn Management Services. The Board objected to the proposed 3-year contract. Treasurer Ross moved to extend Carlynn Management Services for 1-Year with an Optional 2nd year with a 60-day notice period. Seconded by Director Barker. Following a discussion the question was called with 3 Ayes and 1 Nay. The motion was adopted. President Umansky indicated he would present the revised terms to Carlynn Management Services to see if they would accept.
4. ADJOURNMENT: President Umansky made a motion to adjourn the meeting at 9:40 A.M. Seconded by Treasurer Ross. All ayes. Motion carried.
Respectfully submitted by, Kevin McGowan