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Board Packet — April 14, 2022 (API Management Report)

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Summary

The April 14, 2022 board packet was prepared by Courtney Puzon, CMCA (API) for the regular board meeting held at Aurelio’s Pizza at 7:00 p.m. The 20-page text-based PDF contains the March 31, 2022 balance sheet and income statement, cash disbursements for March, homeowner AR aging, contract log, ACC report, and a detailed cost share calculation email for 2021 billing. Embedded January 20, 2022 meeting minutes were already ingested as minutes-2022-01-20.

Two notable disclosures: (1) Rollins Aquatics is explicitly named and billed $80 in the 2021 cost share calculation, confirming the company was still active in 2021 and resolving the standing open question; (2) the cost share email reveals a pre-2022 calculation methodology that differs from the current acreage-based formula. Courtney Puzon noted she was going on maternity leave approximately April 22 – June 6, 2022; another API manager covered during that period.

Key Provisions

  • 2022 reserve contribution = $7,351/year — income statement shows HO Reserve Assessment annual budget $7,351; YTD actual $7,351 (fully funded in Q1). Continues upward trend: 2020=$6,725 → 2021=$7,000 → 2022=$7,351.
  • March 31, 2022 balance sheet: Total Assets $336,039.66; Operating Checking $93,174.23 (elevated due to Q1 assessment collection); Replacement Reserve equity $190,411.65; YTD Combined Net Income $66,171.66.
  • API management contract (confirmed): $12,960/year ($1,080/month); term 11/1/2020–10/31/2022. Annual budget in income statement: $13,478.40 (budget slightly above contract — possible buffer). Confirmed directly from contract log.
  • Fisher Burton (landscape): Contract log shows 11/1/2021–10/31/2023 at $13,390/year for landscape maintenance. Separate from the 2020–2022 seasonal contract — this represents the 2021 renewal cycle. 2021 actual billed per cost share email: $13,824.
  • Hey & Associates (2022 — not yet renewed): Contract log shows 2022 contract as “Need quote — $14,000.” The $14,000 figure corresponds to the prescribed-burn option from the original 2019 proposal. The Board ultimately renewed at $9,000 (without burns) at the July 2022 meeting. Source: minutes-2022-07-21.
  • Hey & Associates 2021 actual = $10,200 — per cost share calculation email. Higher than the $8,500/year rate from the 2019 contract through 2021, and higher than the $9,000 renewal rate in July 2022. The basis for the $10,200 figure is not explained in the packet.
  • AR aging (March 31, 2022): Gross AR $22,750.59; net AR (after prepaid credits) $19,173.71. Breakdown: Legal Chargeback 2020 $3,691.32; Owner Assessment 2020 $4,243.79; Owner Assessment 2021 $2,240.14; Owner Assessment 2022 $9,834.04; Delinquent Fees 2020 $549.02; Delinquent Fees 2021 $175.00; Delinquent Fees 2022 $625.00; Delinquent Interest 2021 $1,267.46; Delinquent Interest 2022 $124.82; PrePaid ($3,576.88).
  • Fence insurance claim: Section of Rt. 59 fence damaged by vehicle on 1/27/2022. Insurance claim filed with State Farm and American Casualty. First Class Fence contracted for repairs (Board ratified at this meeting); total $1,690; deposit of $845 paid in March 2022. Status of insurance reimbursement pending as of packet date.
  • 2021 cost share billed: McCollister $1,891 / Ditch Witch $1,811 / Condos $466 / Total $4,168. West Chicago Fire District not yet included. McCollister confirmed paid 2021 billing (per email note and $2,253.42 prepaid credit in AR).
  • Rollins Aquatics confirmed active (2021): Cost share calculation explicitly includes “Rollin Aquatics $80” as part of the North Basin utility costs alongside ComEd $1,119. Resolves open question about Rollins’ status beyond 2020.
  • ACC approvals (Jan–April 2022): Solar panel installation approved for one White Oak Lane address (no conditions). Per standard policy — not elevated to topic level.

Topics Covered

vendor-contracts, cost-share-arrangement, hoa-annual-finances, assessment-structure, assessment-collection-policy

Notable Details

  • Cost share calculation methodology (pre-2023): The 2021 cost share used a three-section formula distinct from the current acreage percentage approach. Section 1 (Hey & Associates): total Hey cost × 0.666 (two of three basins) × 0.27 = commercial share, then split McCollister 45.38% / Ditch Witch 43.43% / Condos 11.19%. Section 2 (ComEd + Rollins): ComEd + Rollins total × 0.27, then same percentage split. Section 3 (Fisher Burton): Fisher total × 0.5385 (proportion of mowing in wetland buffer areas, per GIS analysis: 5.74 of 10.66 total mowed acres) × 0.27, then same split. The 0.27 factor and the within-group percentages differ from the current acre-based formula (1.953338%/acre). The transition to the current formula is not documented in any ingested source.
  • Hey & Associates $10,200 in 2021: This exceeds both the 2019-contracted rate ($8,500 through 2021) and the 2022 renewal rate ($9,000). The packet provides no explanation for the discrepancy. One possibility is that the 2021 invoice included additional services beyond the base contract.
  • McCollister prepaid credit: AR shows McCollister (535 Shingle Oak Drive) with a $2,253.42 credit balance — confirming payment of the 2021 invoice ($1,891) plus additional amounts. Consistent with the email note “I was informed that McCollister did pay last year.”
  • Courtney Puzon CMCA: Identified as API manager for Prestonfield starting at or before April 2022 (replacing Courtney O’Connor, who was also the manager through July 2021). Puzon went on maternity leave ~April 22 – June 6, 2022.
  • January 2022 meeting note: Only 3 of 5 directors present (Coker, Halko, Hanley); Bryson and Parikh absent. Traffic light at Rt. 59/Heritage Woods still unresolved. Audit approved. Two fence requests and window request approved.
  • Home sales not ingested per revised standard.

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