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.
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
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 Fisher Burton was presented as a replacement at the May 14, 2020 board meeting — Apex’s contract appears to have been superseded or not exercised for 2021+.
Original contract 5/1/17–4/30/19; Addendum A extended through 4/30/2021 (confirmed in October 2019 board packet); transition to API completed at or around April 2021
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. Contract confirmed as open-ended (“Until canceled”) — no fixed end date. Billed $80 in 2021 (cost share); winterized North Basin aeration system October 2022 at $108.75 — latest confirmed activity. Source: board-packet-2022-04-14, board-packet-2022-11-21, board-packet-2023-01-19
One-time $2,200 contract; study completed Feb 17, 2026
Tigris
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
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
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. 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
2025-07-17
Fisher Burton discontinued for neighborhood mulching; Yellowstone Landscape selected at $4,505. Source: minutes-2025-07-17
2026-01-14
Reserve Advisors engaged for reserve study at $2,200. Source: minutes-2026-01-14
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
Yellowstone Landscape’s 2026 status is unknown — no ingested source confirms whether their contract was renewed for the 2026 mulching season.
Hey & Associates contract rate for 2026 and beyond has not been confirmed — the $9,000 figure is from 2022.
State Farm 2024-2025 rate confirmed at $3,766 (through 8/15/2025) per January 2025 contract log. State Farm 2025-2026 rate confirmed at $3,268 per May 2026 contract log. State Farm August 2026 renewal terms and beyond have not been ingested.
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.
Rollins Aquatic Solutions / Solitude Lake Management LLC — the January 2023 work order for the fall 2022 aerator winterization ($108.75, invoice #37583) is assigned to Solitude Lake Management LLC, while the same event was previously attributed to “Rollins Aquatics.” These may be the same entity (Rollins acquired by or rebranded as Solitude Lake Management LLC, a national pond management company). Whether this is a corporate name change or a vendor switch is not confirmed. North Basin ComEd electricity disconnected in 2025 — the aeration system may no longer be in service regardless.
KSN to CS&R transition date is unknown — no ingested source records when the switch occurred.