Summary
This page tracks all known active and former vendor contracts for the Prestonfield HOA. Vendor data is drawn from contract logs included in board packets and confirmed meeting minutes. Contract amounts and terms reflect the most recently confirmed figures from ingested sources.
Active Contracts (as of May 2026)
| Vendor | Scope | Annual Amount | Term / Renewal | Notes |
|---|---|---|---|---|
| Association Partners, Inc. (API) | Property management | $15,872 (11/1/2025–10/31/2026) | Self-renewing 3-year terms; next renewal ~October 2026 | Initial fee Nov 2020: $12,960/yr; 3.5% annual escalation clause; 90-day without-cause termination; $1,500 expenditure limit without Board approval. Confirmed in January 2026 contract log |
| Fisher Burton | Common area landscape maintenance | $17,880 (2025); $18,784 (2026–2027) | April 1, 2025 – November 30, 2027 | Multi-year contract (executed June 3, 2024); does NOT include mulching. 2027 rate held at 2026 price per Fisher Burton note. |
| Hey & Associates | Wetlands / natural area management | $9,000 (2022–2025 rate); 2026–2028 renewal pending | Multi-year renewal proposed | Three proposals submitted August 2025 for 2026–2028 (total $37,800 across all basins including prescribed burn); no contract executed as of October 2025 board packet |
| Yellowstone Landscape | Neighborhood mulching | $4,505 (2025) | 2025 only confirmed | Replaced Fisher Burton for mulching scope; 2026 status unknown |
| Cukierski & Associates | Tax preparation | $1,850/yr (2021–2023); $2,000 (2024); $2,100 (2025–2026) | Annual | HOA tax returns; engagement letter executed August 2024 for 2024–2026 term |
| State Farm | Property/general insurance | $3,809 (2022–2023); $4,016 (2023–2024); $3,766 (2024–2025 per Jan 2025 contract log); $3,268 (2025–2026 per Jan 2026 contract log) | Through ~August 2026 | Annual renewal; rate peaked at $4,016 in 2023-24. Discrepancy: Oct 2025 log showed $3,766; Jan 2026 log shows $3,268 — may reflect actual billed vs. estimated, or mid-year adjustment. See Open Questions. |
| CAIS | Workers Compensation | $600 | Annual | |
| Travelers | Crime policy | $514 (2022–2023); $590 (2023–2024); $619 (2024–2027) | 3-year term through 2/11/2027 | 3-year renewal executed 2/11/2024; new rate $619/yr |
Source: board-packet-2026-05-07 (contract log); year-end-report-2025 (amounts); minutes-2022-07-21 (Hey & Associates rate); minutes-2025-07-17 (Yellowstone selection)
Note on Hey & Associates accounting code: The PSI management system (in use through ~2019) recorded Hey & Associates’ wetland/pond management services under account 34-6534 “Pool Opening/Closing.” This is a PSI miscategorization — there is no swimming pool in Prestonfield; the code referred to pond/wetland work. Confirmed by HOA Secretary. Source: board-packet-2018-10-11
Legal Counsel
| Firm | Role | Status |
|---|---|---|
| Costello, Sury & Rooney (CS&R) | General HOA counsel; collection/enforcement | Current |
| Kovitz Shifrin Nesbit (KSN) | Prior HOA counsel | Former — replaced by CS&R (date unknown; confirmed active through at least July 2020 at $375/month retainer) |
| Meltzer, Purtill & Stelle | Development-era counsel | Former — handled Declaration, By-Laws, Special Amendments |
Former Contracts
| Vendor | Scope | Period | Notes |
|---|---|---|---|
| Apex Landscaping | Common area landscaping | April 1, 2018 – through 2020 (replaced by Fisher Burton) | First named landscaping vendor in the ingested record. Original contract 4/1/2018–11/30/2019; extended by new contract for 2020–2022. 2020: $15,720 + $1,725 aeration; 2021: $15,720 + $1,725 aeration; 2022 (optional renewal): $16,200 + $1,800 aeration. Fisher Burton was presented as a replacement at the May 14, 2020 board meeting — Apex’s contract appears to have been superseded or not exercised for 2021+. |
| Property Specialists, Inc. (PSI) | Property management | May 1, 2017 – April 30, 2021 | Original contract 5/1/17–4/30/19; Addendum A (executed February 2019) extended through 4/30/2021. Fee: $5.25/unit/month (May 2019–Apr 2020); $5.35/unit/month (May 2020–Apr 2021). Expenditure limit $1,000 without Board approval. Terminated early via Paragraph 12 — effective November 30, 2020. Source: psi-management-agreement-2019 |
| Rollins Aquatic Solutions | Pond aerator seasonal service | Since October 13, 2009 through at least October 2022 | Full company name confirmed in May 2020 contracts table. No formal contract (confirmed July 2020 contract log). Total annual billing: $843.00 (July 2020); cost-share portion $80 in 2021 (the HOA-responsible share only). Contract open-ended (“Until canceled”). Winterized North Basin aeration system October 2022 at $108.75 — latest confirmed activity. Contact: PO Box 57, Bloomingdale IL 60108; (630) 893-4595; info@rollinsaquatic.com. Source: board-packet-2020-07-09, board-packet-2022-04-14, board-packet-2022-11-21, board-packet-2023-01-19, raw/other/Service Form.pdf |
| Fisher Burton | Neighborhood mulching | Through 2025 | Discontinued July 2025; Yellowstone selected |
| Waldman Engineering Consultants | Reserve study | 2014 | One-time; replaced by Reserve Advisors in 2026 |
| Reserve Advisors | Reserve study | 2026 | One-time $2,200 contract; study completed Feb 17, 2026 |
| Tigris Aquatic Services | Pond aeration/treatment | Through ~2025 | Board solicited competing bids from EAM and Tigris Aquatic Services in April 2025; board discussed discontinuing prior aeration arrangement. North Basin ComEd electricity disconnected 2025. Vendor selection outcome not recorded in board packet — to appear in subsequent minutes. |
| ComEd | Pond pump electricity (North Basin) | Through 2025 | Disconnected 2025 per board direction |
Near-Term Renewals to Watch
| Contract | Current Term End | Action Needed |
|---|---|---|
| API management | ~October 2026 | Review before auto-renewal |
| State Farm insurance | ~August 2026 | Confirm renewal terms |
| Hey & Associates | Annual | Rate and scope review for 2027 |
History
| Date | Event |
|---|---|
| 2018-10-11 | PSI contract confirmed (5/1/17–4/30/19); Apex Landscaping confirmed as active landscaping vendor (4/1/18–11/30/19); KSN confirmed as active collection counsel. Source: board-packet-2018-10-11 |
| 2019-10-10 | PSI Addendum A confirms renewal through 4/30/2021 (corrects prior record of 4/30/2019). Apex 2020–2022 contract executed: $15,720/yr + $1,725 aeration for 2020 and 2021; optional 2022 at $16,200 + $1,800. Hey & Associates proposal for 2020–2022 accepted: 2020 $8,500; 2021 $8,500; 2022 $14,000 (adds prescribed burn). Rollins Aquatic Solutions identified as pond aerator service provider. Cukierski & Cochrane engagement confirmed through 2020 fiscal year. Source: board-packet-2019-10-10 |
| 2020-05-14 | Fisher Burton presented as new landscape contractor (replacing Apex Landscaping). 2020–2022 contract proposed: 2020 $13,480/season ($1,685/month x 8); 2021 $13,825/season; 2022 $14,120/season. Includes Outlot 218 mowing ($90/month), Rt. 59 detention cleanup, and spring wetlands cleanup ($550). Full company name “Rollins Aquatic Solutions” confirmed in contracts table. State Farm insurance renewal cycle confirmed: 8/15/2019–8/15/2020. Source: board-packet-2020-05-14 |
| 2020-late | Atrium Landscape Management submitted a 2021 season landscape maintenance bid at $14,000/season ($1,750/month × 8; April–November 2021), plus separate mulch pricing for color-coded map zones. Bid was not accepted — Fisher Burton continued under the existing 2020–2022 contract. Source: Atrium Landscape Management bid document, 2021 (unexecuted proposal — lightweight; no source page created) |
| 2019-02-22 | PSI Addendum A renewal executed. Term May 1, 2019 – April 30, 2021; fee $5.25/unit/month (Year 1) / $5.35/unit/month (Year 2); expenditure limit $1,000; bid threshold $1,000. CEO Cathy Ryan (D.) signed for PSI. Paragraph 12 confirmed as either-party/60-day termination provision — the clause PSI later invoked in September 2020. Source: psi-management-agreement-2019 |
| 2020-09-01 | API Management Agreement executed. Term: November 1, 2020 – October 31, 2023; self-renewing 3-year terms. Initial fee $12,960/year ($1,080/month); 3.5% annual escalation. 90-day without-cause termination clause. API expenditure authority capped at $1,500 without Board approval. Collection referral threshold: 60 days past due (admin fee $150/referral). ARC fee $25/request; violation letter fee $50/occurrence. Source: api-management-agreement-2020 |
| 2020-06-03 | First Class Fence executed a $960 repair work order at Neltnor Blvd. (= Route 59) and Heritage Woods Dr. — 38 cedar boards, 6 rails, 1 galvanized post; 2 fence sections rebuilt with new post set in 36” concrete. Repair to the Route 59 fence (same project); contact Julie Maggio (PSI). Source: raw/other/PHA 297 First Class Fence Repair Proposal EXECUTED 6.3.2020.pdf |
| 2020-07-24 | Fisher Burton extras quote (Jeff Fechner to Lynda Dedic/PSI): mulch pricing for community areas ~$3,770 total (yellow line $2,430; Heritage Woods Dr. monument $195; Shingle Oak/Atlantic Dr. parkway $650; other islands/areas $195–$260 each); Rt. 59 fence line — remove/replace 2 dead spruce with Norway Spruce 6’ ($1,170); remove 2 Viburnum dentatum shrub beds ($395); concrete debris removal ($240); tree ring over-seeding ($400). Source: raw/other/Prestonfield list of Improvements 7-24-2020.doc |
| 2020-07-09 | July 2020 contract log (PSI management report): Fisher Burton 3-year contract confirmed ($13,480/$13,825/$14,120 for 2020/2021/2022 seasons); PSI management at $13,717/yr through 4/30/2021; KSN legal at $375/month retainer (plus per-matter fees); Rollins Aquatic Solutions at $843/year with no formal contract; Hey & Associates $8,500 for 4/1/2020-4/1/2021; State Farm 8/15/2019-8/15/2020 $3,771.60; Cukierski & Cochrane $1,875 for 2020. Route 59 fence replacement confirmed complete. Source: board-packet-2020-07-09 |
| 2022-04-14 | API contract confirmed at $12,960/year in contract log. Rollins Aquatics billed $80 in 2021 cost-share calculation. Source: board-packet-2022-04-14 |
| 2022-07-21 | Hey & Associates contract renewed at $9,000/year (up from $8,500). Fisher Burton 2023–2024 contract: $15,320 (2023) / $16,400 (2024). API escalating to $13,568. Source: minutes-2022-07-21, board-packet-2022-07-21 |
| 2022-10 | Rollins Aquatic Solutions winterized North Basin aeration system — $108.75. Latest confirmed Rollins activity. Source: board-packet-2022-11-21, board-packet-2023-01-19 |
| 2023-01-19 | January 2023 contract log confirmed: Fisher Burton mulch 2023 at $2,960 (mulch was not completed in 2022 — manager apologized and held the price). Cukierski & Associates confirmed at $1,850/year for 2021–2023. State Farm 8/15/2022–8/15/2023 at $3,809; Travelers Crime Policy 2/11/2022–2/11/2023 at $514. Solitude Lake Management LLC identified in work order log as aerator winterization vendor (invoice #37583, $108.75) — same event previously attributed to Rollins Aquatics. Confirmed: Rollins Aquatic Solutions rebranded as SOLitude Lake Management; this is the same company, not a vendor change. See rollins-aquatic-solutions and solitudelakemanagement.com/rollinsjourney/. Source: board-packet-2023-01-19 |
| 2023-05-11 | May 2023 contract log confirmed unchanged from January 2023. Fisher Burton mulch contract at $2,960 (base price held from 2022 despite mulch not being completed). Hey & Associates confirmed at $9,000/yr for 2023, 2024, and 2025 — locking in the three-year rate. Fisher Burton landscape: $15,320 (2023) / $16,400 (2024), end date 11/30/2024. Additional proposals presented: mulch add-on (islands + parkway trees) at $1,625; tree removal (dead tree + 2 box elders on White Oak Drive common area) at $2,565. No vote outcome recorded in this packet. Source: board-packet-2023-05-11 |
| 2023-10-26 | October 2023 contract log: API escalated to $14,578/yr (new 11/1/2023–10/31/2024 term; up from $13,568). Fisher Burton mulch confirmed at $4,585 — equals base $2,960 + the $1,625 May 2023 add-on (confirms add-on was approved). State Farm $4,016 (8/15/2023–8/15/2024; up from $3,809). Travelers Crime $590 (2/11/2023–2/11/2024; up from $514). CAIS Workers Comp $600 (5/10/2023–5/10/2024). Fisher Burton landscape 2024 term at $16,400. Hey & Associates $9,000/yr 2023/2024/2025 unchanged. Source: board-packet-2023-10-26 |
| 2024-04-11 | Travelers Crime Policy renewed for 3-year term: 2/11/2024–2/11/2027 at $619/yr (up from $590). All other contract rates unchanged from October 2023. API personnel change: Courtney Puzon on maternity leave effective 5/10/2024; Lorree King covering. Pat Beres introduced as API Financial Services Manager (pberes@apimanagers.com; 630-653-7782 ext 7012). Source: board-packet-2024-04-11, board-packet-2025-01-16 |
| 2024-07-11 | July 2024 contract log confirms: API $14,578 (through 10/31/2024); Fisher Burton landscape $16,400 (2024); Hey & Associates $9,000/yr (2023, 2024, 2025 confirmed); State Farm 8/15/2023–8/15/2024 $4,016 (8/15/2024 renewal not yet reflected — packet prepared 7/3/2024); Travelers Crime 2/11/2024–2/11/2027 $619; CAIS Workers Comp 5/10/2024–5/10/2025 (amount not legible in OCR scan); Cukierski $1,850/yr (2022–2023 confirmed). No 2024 mulch contract appears in the log — consistent with the April 2024 Board motion to spend $2K for supplemental mulching rather than a full Fisher Burton mulch contract; Board was “unimpressed” with Fisher Burton mulching. Source: board-packet-2024-07-11 |
| 2024-10-24 | Fisher Burton 2025–2027 landscape contract executed (dated June 3, 2024; ratified at October meeting): 2025 = $17,880/yr ($2,235/mo × 8); 2026 = $18,784/yr ($2,348/mo); 2027 = $18,784/yr (held at 2026 price due to labor uncertainty). Cukierski & Associates 2024–2026 engagement letter executed: $2,000 (2024), $2,100 (2025), $2,100 (2026) — up from $1,850. 2025 budget adopted at $76,173 total ($68,374 operating + $7,799 reserve); 2025 assessment = $352.65/unit. October contract log: API $14,578 (through 10/31/2024); Hey & Associates $9,000/yr for 2023/2024/2025 confirmed; Travelers 2/11/2024–2/11/2027 $619; CAIS Workers Comp 5.10.24–5.10.25. Source: board-packet-2024-10-24 |
| 2025-01-16 | January 2025 contract log confirmed: API renewed at $15,262/year for 11/1/2024–10/31/2025 (up from $14,675; ~4% increase). State Farm $3,766 through 8/15/2025 — 2024-2025 rate confirmed. Hey & Associates 2024 full-year billing total: $10,919.02 (exceeds $9,000 base by $1,919 — extra services include spring trash pickup $749.89 and October lake mgmt $766.08 billed in December). No 2024 mulch contract — Fisher Burton mulch line still shows “2023 |
| 2025-04-24 | Pond management vendor review: EAM submitted two aeration repair proposals (repair vs. replace options) and a pond management contract; Tigris Aquatic Services submitted a competing bid. Board was evaluating alternatives following discontinuation of prior aeration service (North Basin ComEd electricity disconnected 2025). Board vote on vendor selection not recorded in this packet. Fisher Burton 2025–2027 landscape contract (Schedule A+B) included in packet — confirms $17,880 (2025) / $18,784 (2026/2027) rates. Fisher Burton also submitted crab tree pricing memo. Hey & Associates March 2025 invoice: $1,358.06. Source: board-packet-2025-04-24 |
| 2025-07-10 (bids presented) | 2025 Mulch bids presented at July 17, 2025 board meeting (bids solicited after EB noted Fisher Burton’s poor mulch quality at April meeting and moved to re-bid). Four confirmed bids received: (1) Fisher Burton $4,960 (2” double-ground hardwood dark brown, all tree rings + island beds + Rt. 59 strip); (2) Landscape Concepts Management (LCM) $5,100 (Work Order #34978, dated 5/28/2025); (3) Wingren Landscape $2,866 (Proposal #31528, dated 5/30/2025 — tree rings + islands $1,373; Rt. 59 strip $1,493); (4) Yellowstone Landscape ~$3,910 (Proposal #559675, dated 6/6/2025 — purple areas 2” $1,275 + yellow strip 2” $2,635; total shown as TBD). Mutz Landscape bid not captured — pages 114–116 of the board packet produced blank text in extraction. Tree removal bids also presented: LCM Work Order #35112 $2,045 (remove 3 dead/dying trees + soil/seed 9 previously-removed tree sites); Fisher Burton tree removal bid referenced in management report but not captured in text extraction. Board selected Yellowstone at $4,505 for mulching (per minutes-2025-07-17). Source: board-packet-2025-07-17 |
| 2025-08-13 (proposals) | Hey & Associates submitted three 2026–2028 natural areas management proposals (Proposal Nos. 25-0272 and 25-0273; dated August 13, 2025; contact: Matt Bucher): (1) HOA Neighborhood Basin (Hemlock/Snowberry) — $15,500/3 years (burn $1,700 + herbaceous mgmt $3,000/yr + invasive removal $1,500/yr); (2) North Basin cost-share (Rt 64/Atlantic) — $8,300/3 years (burn $2,000 + vegetation $2,000/yr); (3) South Basin cost-share (Atlantic/Shingle Oak) — $14,000/3 years (burn $1,700 + vegetation $4,000/yr). Hey total: $37,800 for all three basins over 3 years. Source: board-packet-2025-10-30 |
| 2025-08-15 | State Farm insurance renewed 8/15/2025 at $3,766 annual (confirmed in October 2025 management report contract log). This is the 2025–2026 policy year. Source: board-packet-2025-10-30 |
| 2025-09-04 (proposals) | Pizzo & Associates submitted three competing 2026–2028 natural areas proposals (dated September 4, 2025; contact: Brian S.) as alternative to Hey & Associates. (1) Proposal #9952 — HOA “Other” basin (Hemlock/Snowberry, ~2.09 acres): $37,980/3 years. (2) Proposal #9957 — South basin cost-share (Shingle Oak/Atlantic, ~5.04 acres): $38,320/3 years (optional native seeding $3,865 declined). (3) Proposal #9962 — North basin cost-share (North Ave/Atlantic, ~3.54 acres): $64,026.75/3 years (includes tree/brush clearing, native seeding, erosion blanket). Pizzo total: ~$140,327. Proposals presented to board for discussion at October 30, 2025 meeting — no vendor selection recorded in this packet. Source: board-packet-2025-10-30 |
| 2025-10-30 | October contract log confirmed (management report): API $15,262 (11/1/24–10/31/25) self-renewing; State Farm $3,766 (8/15/2025); CAIS workers comp $600 (5/10/25); Travelers crime through 2/11/2027; Cukierski $2,100 (2024–2026); Fisher Burton landscape 2025–2027 ($17,880/$18,784/$18,784); Hey & Associates $9,000 (2025). 2026 budget reflects Hey renewal with prescribed burn at $15,900 (Lake/Pond line) and Fisher Burton 2026 rate at $18,784. API 2026 rate budgeted at $15,872 (up from $15,262; self-renewing ~October 2026). Source: board-packet-2025-10-30 |
| 2026-01-14 | Reserve Advisors engaged for reserve study at $2,200. Source: minutes-2026-01-14 |
| 2026-01-15 | January 2026 contract log confirmed (management report): API $15,872/yr (11/1/2025–10/31/2026; up from $15,262 — ~4%); State Farm $3,268 (8/15/2026 renewal; differs from $3,766 in Oct 2025 log — discrepancy flagged); CAIS workers comp $600 (5/10/25); Travelers crime through 2/11/2027; Cukierski $2,100 (2024–2026); CS&R as needed; Fisher Burton landscape 2025–2027 ($17,880/$18,784/$18,784); Fisher Burton mulch “2023 |
| 2026-05-07 | Contract log reviewed at board meeting (included in board packet). Fisher Burton landscape maintenance confirmed through November 2027. API at $15,872. Source: board-packet-2026-05-07 |
Open Questions
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Yellowstone Landscape’s 2026 status is unknown — no ingested source confirms whether their contract was renewed for the 2026 mulching season.
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Hey & Associates 2026–2028 renewal: three proposals submitted August 2025 (total $37,800 for all basins). Competing Pizzo & Associates proposals also presented (total ~$140,327). No vendor selection recorded as of October 2025 board packet. Decision expected to appear in subsequent minutes.
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State Farm 2024-2025 rate confirmed at $3,766 per January 2025 contract log. State Farm 2025-2026 rate shows $3,268 in January 2026 contract log but $3,766 in October 2025 contract log — discrepancy unexplained; may reflect actual billed vs. earlier estimate, or a policy adjustment. State Farm August 2026 renewal terms not yet ingested.
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Tigris contract termination date unconfirmed — board solicited bids from both EAM and Tigris Aquatic Services (April 2025); no vendor selection or formal termination recorded in the board packet. Decision expected to appear in subsequent minutes.
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KSN to CS&R transition date is unknown — no ingested source records when the switch occurred.