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THOA Board Meeting Notes
7:00pm - 01/18/2023
Attendance: Christen, Dave, Wayne, Elise, Andrew
Push for new members
Need new secretary
Board Position Changes for 2023-2024 season
USA Management Contract Issue
2023 Annual Board Meeting
THOA Board Meeting Notes
7:00pm - 02/27/2023
Attendance: Christen, Wayne, Elise, Andrew, Maxwell, Victoria
Pool Management Company
Andrew met with Ryan from Water Watchers last week.
Reviewed maintenance people
Discussed how attendants will be the guards
Asked for cleaning referral
Heat exchanger $1500 non warranty
New one needs
Push for new members
Who are the members that use the pool and kids that are aging
New arrivals from the sales
Need new secretary -
Christen volunteered to be Secretary for 2023
Board Position Changes for 2023-2024 season
USA Management Contract Issue
Cease and desist letter released
No further action
2023 Annual Board Meeting
Andrew will call the firehouse and ask availability for April 18th and 25th.
Additional Board Member email addresses: All use infoTHOA or get separate ones?
Will share 1 for now
Welcome wagon
Wayne Assemble names of sales and new owners
THOA Board Meeting Notes
7:00pm - 03/22/2023
Attendance: Christen, Wayne, Maxwell, Elise, Victoria
Pool Management Company
Andrew submitted list of 2022 pool attendants
First payment has been sent to Water Watchers
Slight overpayment will be applied to next invoice
Dues - increase to $400 or review at the annual meeting?
Review at the meeting may improve resident attendance, or will there be opposition?
Can it be voted on at the meeting without a quorum?
2023 Annual Board Meeting
Firehouse booked for April 25th from 6-10pm
Pre-meeting meeting April 19th @7pm
Who will be making the presentation? What is the agenda?
Agenda to be prepared within a week
Wayne will present financial report and budget
Victoria will prepare a flier with the agenda to distribute in early April
Rationale for dues increase
Inflation
Continue to grow reserves - to prevent pool closure in the event of repair/maintenance above current reserves
Develop repair & improvement plan for poolhouse
Heater replacement
Emergency phone
Should require a phone jack only, no service
$115 phone @ Amazon
$17 emergency phone sign
We’ve been paying $600+/year
Landscaping
Estimates needed
R&G landscaping
Fliers were dropped door to door - call them for an estimate
Pool
Opening day Memorial Day
Eliminating pool passes? - ALL AGREED
Do they facilitate dues collection?
100% compliance for 2022
66% on time
We will provide a list of paid residents to the guards for admission to the pool
The list will be updated weekly until all dues are paid
Welcome Wagon
Wayne sent names of new residents to Elise
Community Garage Sale
Victoria is working on this…
Target date May 6th
Spring Clean-Up days are May 10 & 17
THOA Board Meeting Notes
7:00pm - 04/20/2023
Attendance: Christen, Elise, Wayne, Andrew, Maxwell, Victoria, David
Pool
Andrew to compile data on attendance to present at Annual Meeting.
When is the water going to be turned on?
Lifeguard/hybrid coverage?
Undetermined as of now…
Maggie willing to come back as a guard this summer
Staffing continues to be an issue with no new leads right now.
We are still getting new invoices from the previous management company
Do we need further correspondence to avoid collections?
We previously provided a cease and desist letter. We feel that invoices are in violation of the cease and desist.
David will follow up with Brian tomorrow.
Minor repairs to be discussed after the annual meeting
Repair women’s shower
Drywall patching
Weekly cleaning person
Groundskeeping
Maxwell’s landscaper is not interested in maintaining the grounds
Wayne’s quote - mowing, clean ups, weeds
RG Landscaping - $5,140 (before we make changes - will look to reduce costs to $2,200-2,500 in line with last year)
Mulching by board members?
Patio furniture needs sanding and repainting.
Umbrellas need to be replaced
Replace pool heater & chlorinator
$9,000 total equipment allocated in the budget
Board vote for replacement of heater and chlorinator: 7 yay 0 nay
Two written requests have been received by the treasurer requesting a senior citizens discount.
Board agrees to be willing to field issues of financial hardship on a case by case basis
Will discuss at another time what a senior discount might look like. Will require homeowners to request assistance vs. blanket discount for all seniors.
THOA Board Meeting Notes
7:00pm - 05/17/2023
Attendance: Christen, Elise, Wayne, Andrew, Victoria, David
Pool sign in
Ideas: name, address, QR code, last 4 digits of phone, passes with sticker for the year
Generic pool passes picked up at first visit to pool.
Christen and Victoria will make the passes for 2023.
Do we need a liability waiver with the change in oversight?
Ryan does have a waiver we can use if desired
Pool house cleaning
David contacting someone to get an estimate for opening and routine cleanings
Pool furniture
Umbrellas - how many do we have? How many do we need?
Landscaping
Shrubs to be trimmed and pool deck weeds removed
THOA Board Meeting Notes
7:30pm - 06/28/2023
Attendance: Christen, Elise, Wayne, Andrew, Maxwell
2023 Block Party planning to start soon - Saturday, September 2nd?
Will post to Facebook a request for volunteers
Will post the date of our next meeting with invitation to stop-in and share suggestions
End of Season meeting needs to be scheduled
Planning to be more communicative through Facebook group and posting minutes to the website.
Dues update: 8 unpaid, 1 payment plan
Interest in hosting an adult evening get together at the pool - Wayne to pick a date and we’ll post extended hours to 10pm.
Cleaning service is desired for pool house. Wayne to follow up.
Mundelein Fire was out this week and raised concern about safety lights not working. Andrew to follow up with MFD.
THOA Board Meeting Notes
7:00pm - 07/23/2023
Attendance: Andrew, Wayne, Christen, Elise, Maxwell, David
Pool season update - no issues or complaints to address
Some lounge chairs are broken - Wayne will call the company on the label to ask about repairs
Wayne to look into cleaning service for pool house
Adult swim on Friday - 5 residents in attendance
Attendant was dismissed at normal closing time. Wayne did closing duties at 9:55.
Plans to host a couple more adult swim evenings before the end of the season
Andrew to follow up with Mundelein FD re: safety lights and extinguisher recharge
Annual Block Party
Should we reschedule for Sept. 8th to avoid Labor Day conflicts?
Rescheduling to earlier in the season is also an option…
Traditionally the party is held on Labor Day and in all likelihood we would not be able to find a date that everyone would be available.
Rental reservations are needed. Andrew to follow up with Victoria… We have been using Taylor for this.
Village permit needed
Softball permit needed - Greg Johns will host the softball game again this year
Signatures from the neighbors affected needed
Flatware count
Food - David will pick up from Costco
50 & Better breakfast order
Official bags tournament
Andrew to reach out to the pool attendants to ask them to run the pool games
Dues
5 still outstanding
3 are on payment plan
THOA Board Meeting Notes
7:00pm - 09/13/2023
Attendance: Andrew, Wayne, Christen, Elise, Maxwell, David, Victoria, Ryan (Water Watchers)
Pool season update (Ryan)
Some oversights with maintenance by the attendants early in the season. Training was provided and equipment updated with good results.
Recommending to replace about ½ of the water next year to improve water condition.
Service will inspect the chlorinator due to some poor functioning observed by Ryan.
Inspection went well. Some gauges were noted to need replacement. This will be taken care of at closing.
Staffing - over hiring at the beginning of the season proved to be necessary as staff left their positions over the season leaving only a couple attendants carrying the full schedule by summer's end.
Comments from the board
Agree that some neighbors observed unprofessional behavior by attendants at times.
Generally good water condition. (Ryan - teaching/coaching was provided frequently to improve pool scrubbing.)
(Water temp was being increased (82-86) without permission several times during the season - this negatively affects the chemical balance) Complaints were made about the water temp being uncomfortably cold.
Guards vs attendants for 2024 - (Ryan - $4,500 more for guards vs attendants. Assuming similar staff attrition rates in 2024 staff shortages should be expected with a guard model. We could make a go of it, if that’s what the Board so desires.)
(Ryan - Will be using robotic cleaners next year.)
Picnic reflection
Need to review plates and utensils stock
Consider supplying water and/or soft drinks
Consider supplying side dishes
Bring back kids baking competition
Recruit volunteers for senior breakfast
Pet parade
Schedule for early August next year to get the college kids
We need new signs for 2024
Pool closing this week
Fire extinguisher recert - Elise
Duane Balton plumbers to winterize - Wayne will schedule when pool has been closed
We will plan to put away furniture once pool is closed.
Social function ideas
Pet Parade
Golf outing
Smoke Out
Halloween
Bloody Mary Bar
Halloween
Victoria & Elise
Reach out on Facebook for volunteers
Evening activities
THOA Board Meeting Notes
7:00pm - 10/11/2023
Attendance: Andrew, Wayne, Christen, Elise, David
Treasury update:
6 properties still owing dues. 2 are making payments. 2 are non-responsive.
Non-paying properties have been charged $50 late fee.
Elise & David request to waive dues for those experiencing financial hardship.
Wayne to confirm with Ryan that we’re paid up with Water Watchers for the year.
Pool issues:
Contract will be sent to the board for review. Must be executed by December 2023.
David suggests meeting with Ryan before the Annual Meeting.
Halloween:
Plans for Halloween activities 2023 are not developing.
2024 we’d like to have Tullamore Halloween on the weekend. To include pet parade, costume contest…
Board to meet next for calendar planning session 2024
Inviting the neighborhood to join us.
11/30 @ 6:30
First drink and apps on the board.
Suggestion box. Brainstorming conversations.
THOA Board Meeting Notes
7:00pm - 12/5/2023
Attendance: Wayne, Christen, Elise, David, Maxwell, Victoria
Succession planning for Board President - Andrew will be stepping down from the role soon.
Wayne may move into president role
Christen would then take treasurer responsibilities
Elise considering being secretary
Discussion re: finding an attorney to advise the board on legal issues and compliance
Dave will reach out to some colleagues for more info
Pool contract
All members of the board were provided an electronic copy of the Water Watchers contract for 2024 for review.
Members agreed the quality of work in 2023 was very good.
Price $36,900
David moved to accept the contract
Seconded by Elise
Board voted unanimously to accept the Water Watchers proposed contract.
2024 Calendar
Sip & Spill - February
Annual meeting - April
Summer party - August
Whine & cheese nights -
Adult swim nights - June, July, August
Elise suggests Quarterly Newsletter to communicate better with the neighborhood
Christen suggests using signs at the entrances
Christen moved to adjourn
David seconded
Voted unanimously to adjourn
THOA Board Meeting Notes
7:00pm – 1/10/2024
Attendance: Wayne, Christen, Elise, Maxwell, Sara, Mimi
Minutes-
§ Meeting to discuss Annual Board Meeting. Feb 21st 7pm
§ HOA Annual Meeting is set for April 9th.
§ Maxell will be updating the THAO sign. (Maintenance)
§ Elise was giving approval from the City for General maintenance on sign that include. Cleaning, Painting, and landscaping.
§ Wayne to make list of potential new board members.
§ Maxell is helping set up the SIP and Spill event. (Location and Time)
§ Christen, Wayne and Max will research updating our online accounting software.
2024 Calendar
§ Sip & Spill - February
§ Annual meeting - April
§ Summer party - August
§ Whine & cheese nights
§ Adult swim nights - June, July, August
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