2019 Annual Meeting Minutes

         Tullamore Homeowners Association

                       2019 Annual Meeting

                   Wednesday, March 6, 2019

              7:00 p.m. Mundelein Fire Station

Board Members Present: Don Graves, Brian Heath, Bill Kelly, Kristin Hayes, Colleen Johnson, Sarah Oliva

Agenda Items

Introduction of Board Members (Don Graves):

              President – Erik Prinzing 

Vice President – Don Graves

               Treasurer – Brian Heath

               Web Master and Communications – Bill Kelly

               Secretary – Kristin Hayes

               Chair Picnic Committee – Colleen Johnson

Block Captain Coordinator – Sarah Oliva

               Member – Morgan Coghill

             Pool Coordinator – Robin Rosenbaum

1. Old Business:

   1. THOA Directory – 

                    If anyone did not receive the 2019 directory please pick one up at the end of the meeting. Sarah 

                    brought extra directories to the meeting. 

                    If you need a directory please email the board – infoTHOA@gmail.com

• 1. New Website and Tullamore Facebook – 

                   Website: https://sites.google.com/view/tullamore-of-mundelein/home.

                   Facebook has not been updated since September 2018. No activities during the winter to post. 

• 1. Tullamore signs –

                    Village of Mundelein changed ordinances related to neighborhood signs. 

                   Erik Prinzing submitted paperwork that was never passed on through the proper channels. 

                   The paperwork was held by John Lobaito (Village Administrator) and never given to be added 

                   onto the docket for discussion.

• 1. Pool maintenance – 

                   Pool needs to be resurfaced.

                   Don Graves researched and accepted new bids for a new operations service.

                 ∙ Operations Service – H2O Pros

1. New Business:

   1. The board has voted unanimously to raise Annual THOA Association Dues – 

      1. The last increase was $25 in 2014 for a total of $275.00.  Dues will increase this year $50.00 to $325.00

      2. Increases will cover anticipated operational expenses as well as help build up our reserves. 

In 2018, we put down a 50% deposit on pool resurfacing.  We will pay the second half once completed in 2019. Total cost of $17,000.  The resurfacing will be completed in time for the pool opening. 

• • 1. Fair annual assessment – The board informally surveyed surrounding areas and found an Annual assessment of $325.00 to be reasonable.  Many had similar assessments with no pool.  

Presidents Report:

  1)    Pool operation – 

a)  Our pool equipment continues to age.  Everything is 25-years-old with the exception of the pool heater

    and pump. 

b)  We need to replace the motor and we are looking for a high efficiency motor which will help with electrical costs. We are reviewing motor options. 

c)  We were dissatisfied with Aqua Guard’s service for the 2018 pool season.  For this 

     reason we are moving to a new pool company.  The new contractor will be H20 Pros.

1.  THOA building requests – 

       The board has worked on streamlining requests for items such as fences, sheds and home additions.

We now have been able to grant board decisions and answers within 28 hours.  In addition, any Village requests will need HOA approval.

1. Tullamore Sign – 

       The board (Erik Prinzing) did a lot of work trying to get approval for reinstating the Tullamore Signs.  

       The village has updated their ordinances making it more difficult.  Erik has presented some options to 

       continue the discussion but has been unable to make it on the Village agenda.  His discussions are ongoing

       with the Village of Mundelein.

Treasurers Report:  

1. Operational Review – 

       As discussed, our expenses increased in 2018 from 2017 by $12,869.  Our Income was slightly higher at 

       $51,887.  There were several large pool expenses that contributed to the increase.  The largest of which 

       was the pool resurfacing project.  In addition, the pool walls needed major repair prior to opening in 2018.  

       Our landscaping costs also increased in 2018.  This was due to mulching and two additional clean up requests.

Comparison of January – December 2018 and January – December 2017

     January – December 2018                                January – December 2017

     Total income: $51,887.14                                 Total Income: $50,506.02

     Total Expense: $59,042.10                   Total Expense: $46,172

1. 2018 Extra Expenses

   1. Pool Resurfacing project (50% Deposit) $8,850.00

   2. Pool Repairs for Wall Lights/Vacuum/Valve $4,467.00

   3. Raise Pool Heater $894.00

   4. Directory $667.38

   5. Lawn Care Mulch/Additional servicing $700.00

2. Outstanding Dues – 3 homes are delinquent. 

   1. 1 home is 3 years past due but making monthly payments.

   2. 1 home is 2 years past due and we are pursuing payment.

   3. 1 did not pay the 2018 dues.

Picnic Report: 

1. The entire day was a great success.  Thanks to all that volunteered. A few nice additions to this year’s events including extra tent rentals to provide some much-needed shade.

2. Senior Breakfast age 50 and over was well attended.  Thank you for all that participated and help set up.

3. Pool Games, Softball game, and Pet Parade were a hit for the kids and all that attended.  

4.   Purchase of a new coffee maker

1. The Picnic requires a lot of work from many people. The 2018 picnic was very well attended at night.  Friday

      night set up for Saturday picnic made everything go smooth.  Please think of volunteering for 2019.

Pool Report: 

1. Mechanical issues were many

2. Break down of pool patrons. Homeowners = 3,000, Guests = 1,500

3. Pool Party – 3 children parties, 3 adult parties

4. 5 new umbrellas purchased

5. Closed 10-12 days for equipment malfunctions

6. Pool surface was a problem - sharp surfaces 

7. Pool rental fees – Pay deposit $50.00, Pool Guards- think about the need to pay and tip generously

8. Alcohol prohibited, Bring your own food, No glass containers.

9. If it’s a small party some residents have just brought food to the pool during regular hours.

10. Pool used by Non-Tullamore Residents – We became aware that some people using the pool in 2018 were not

Residents of Tullamore.  We have begun discussion on how to resolve this issue.  However, nothing has been put in place yet.

1. Discussion on ways to distinguish Tullamore homeowners from other neighborhoods. 

2. Issue of overcrowding

3)    New building developments have been issued a letter to stop telling home buyers that they

       have free access to the Tullamore pool. 

 4)   Some ideas we have considered are: ID tags, Fobs, or other means to distinguish residents.

Web Master Report:

1. Change of web server – private server cost $350 a year.

2. Changed to Google based site – free (6 pages +/-)

3. Warehouses in the clouds for storage of files

4. 12 invalid emails were given – need to get updated information.

5. Nextdoor Tullamore – Announcements can come to your phone

a)   Lake County Sheriffs have joined to send information

• 1. Mundelein Police have also joined 

1. Web address is in the directory

2. No Personal information on web site

a)   No directory on line

b)   No electronic payments 

Community Forum:

1. We continue to look for volunteers for all Tullamore events.

2. We are looking for more Block Captains to help pass out flyers. This does not happen very often.

3. We are looking into establishing a Community Watch Dog Neighborhood

Nominations & Election of Board members: 

     ∙ THOA Board Members:

Erik Prinzing

Bill Kelly

Colleen Johnson

Kristin Hayes

Morgan Coghill

Sarah Oliva

    ∙ Re-elected Board Members:

Donald Graves

Brian Heath

    ∙ New THOA Board Member Elected for 2019:

                                         Bethany Dahm

Welcome, Bethany Dahm on your elected position to the Tullamore board.