September 2011 Newsletter of Edgewood Townehouse Association, Eugene, Oregon

Next Regular Board Meeting: Tuesday, October 11, 6:30 PM

By-the-Brook Book Group: By-the-Brook Book Group: Wed. October 12, 2 PM

Tuesday Afternoon Teatime: October 18, 3 PM in the Clubhouse.

Letter from the Board
Board Of Directors Meeting Minutes: Tuesday September 13, 2011
Reports: Facilities; Grounds; Pool; Website; Treasurer's
Monthly Banking Activities [Omitted]

Our Association has had a productive August. Two major capital restoration projects were completed. Asphalt was resurfaced on two driveways, and a duplex building was restored with new cedar siding, cedar trim, and new paint over the entire structure. Even more impressive was the number of small repair and restoration jobs on our facilities and grounds that occurred over the month like the restoration of the Clubhouse’s Patio Deck and the extensive limb pruning of mature trees.

Our progress maintaining the facilities has been notable; yet, we will not be able to complete all of the projects we planned for this year. A few projects will be rescheduled for next year as we rebuild our Capital Budget Fund. Unexpected but important major repairs were required earlier in the year, like an extensive roof repair and the replacement of a wood deck; so dollars that were intended to be applied to Capital Improvement Projects were redirected to cover the costs of the unexpected major repairs.

The major repair work necessitated immediate attention. Dollars that were planned for Capital Improvement Projects were channeled to pay for the major repair projects instead. The Board will be reviewing strategies to keep the pace of our Capital Improvement Projects moving predictably forward, and simultaneously manage unexpected repair costs. Nevertheless, our facilities are still in great shape, but we must remain vigilant in our maintenance program.

Your support is indispensible in the success of our maintenance program. As an association of homeowners, we support each other in the upkeep and attractiveness of our common property. On behalf of all the Board of Directors, thank you for your continued support in preserving our townhouses and grounds.

Call to order: The meeting was called to order at 6:30 PM by Toni Horodysky.
Board members present: Toni Horodysky, Russ Fryburg, Jennifer Smith, Suzy Hess, Linda Johnson, Doug Cone, and Jolene Baron. Excused were Jennifer Smith, Bruce Trafton and Susan Klein. Also present was Frank Gaddini.

Approval and Acceptance of Minutes: A call was given to approve and accept the minutes of the August 9, 2011 meeting, as published in the FYI newsletter. Linda made the motion, and Russ seconded. Motion passed.

Standing Reports
1. State of Facility Report: A written report was submitted. Frank read his report for the board.
2. Budget Committee: Monthly report submitted. Frank reported that meetings were held by the budget committee to discuss next year’s budget. The main discussion was centered on capital project expenses, the only area where we have some flexibility. He also stated that because of unexpected work needed this year on capital projects, we needed to cut back in other areas. He stated that although we overspent in some budget categories, all the work was absolutely necessary Toni explained that the expenses for asphalt and painting and siding project at 190-198 BB, led us to withdraw from our reserves during August. There was some discussion regarding the expenditures and also about one homeowner who is seriously behind in Association dues.
3. Clubhouse Committee: No report submitted
4. Architecture Committee: No report submitted
5. Grounds: Written report was submitted.
6. Swimming Pool: Written report submitted.
7. Welcome Committee: There will be new owners in #5 WW.
8. Website Committee: Written report submitted.

Old Business
1. Reserve Study Update - Dispatched.
2. Reserve Fund Investment Strategies - Money was moved from Umpqua Bank to a one-year Jumbo CD ($100,000) at Oregon Community Credit Union and a Money Market account, where the association will gain much higher interest.

New Business
Review of the proposed budget for 2012.
Frank offered a proposed fiscal year 2012 budget and explained the columns in his presentation. If the board approved a ten dollar increase in Association dues, we would have to defer maintenance on many of the necessary projects. In order to increase dues by six or seven percent, we would need to go to the membership for a vote. The board needs to study the options for a dues increase. There was much discussion regarding cutting the budget and/or increasing the dues to cover needed maintenance. Another board meeting was scheduled for September 27th, so the board could continue the discussion about the budget after carefully studying the proposal.

Review of exterior projects - Review 170 Brookside Dr. and 118 Brae Burn Dr. requests for walkways, and exit door and walkway. Jolene moved and Toni seconded approval for these projects. Motion passed.

One homeowner has a chimney that needs repair as it has separated from the unit. Frank stated that we need to take money out of reserves to fix the house/chimney. The board needs to take action on the project. This will be discussed further at the September 27th special board meeting.

Announcements - Another meeting will be called for the September 27th to discuss items listed above.

Next Board Meeting Time and Place:
Special Board Meeting will be on September 27th
The next Board Meeting will be on October 11, 2011
The next General Meeting will be on October 25, 2011

August was another busy month at Edgewood. The month started with our first major exterior paint project. It was also the first paint job that focused on one (1) entire building. During the paint preparation process, however, we discovered extreme ultraviolet and weather wear fatigue on the south elevations of the buildings requiring the removal and replacement of 38 sheets of exterior siding. We were very quick and successful in replacing the fatigued siding materials as the paint project advanced on the heels of the carpenters who de-constructed and then re-constructed these exterior surfaces; albeit, we were not intending, nor did we plan for this siding replacement.

August also saw the resurfacing of Driveway #9 and Driveway #10 along Brae Burn Street. These two driveways were the most complex and most challenging driveways in our community because of the varied and multi-levels of grades and pitch of the ground surfaces. This project included the overlay of two (2) new inches of asphalt and re-stripping of parking stalls. We have now completed seven (7) of our ten (10) Driveway Resurfacing projects.

The month was also highlighted by a significant number of routine and regular maintenance jobs conducted during August. This was our third consecutive month of over one hundred (100) discrete work jobs. The most salient aspect of our landscaping work was the raising of the boughs and limbs of many of our conifer and deciduous trees. We generated nearly seventy (70) yards of tree limb debris or three (3) semi-truck loads. Also noteworthy is the completion of pressure washing and de-mossing of all our sidewalk surfaces this month.

As September ensues, we will be re-evaluating our remaining Capital Projects as we review our available resources. Some of our planned Capital Projects may need to be postponed until next season because of the unexpected and unplanned major repair work that occurred earlier this fiscal year. No adverse conditions will arise to our facilities if postponement of these projects is required this season. These projects will be cued as the very first projects for next season if funding and weather conditions are not amenable at this time.

In general, our maintenance program is keeping pace with our needs, although funding is slightly dragging behind. The Board of Directors will assess options to re-balance and adjust our financial needs over the next month.

The primary task in recent weeks consisted of limb lifting and heavy pruning throughout the complex, enough to fill the large dumpster located behind #83 four times. Sperry Tree Care, our ornamental shrub pruning contractor, will be back on site in November.

The GC met on Sept. 12 to review the past summer and to discuss plans and ideas for the remainder of the year. Residents interested in joining the Grounds Committee can reach me at [ ]. We meet briefly once a month at an agreed-upon day and time.

The pool has been enjoyed by many during these hot summer weeks. Between August 14 and September 18, 262 people used the pool. The pool officially closed on September 18, a bit later than our usual closing. Thanks to all of those who helped by keeping our beautiful pool area clean and safe!

Edgewood Townehouse Association website, www.edgewoodhoa.org had 51 visitors who looked at 100 pages during the period August 5 to September 8.

ETA’s summer projects, both capital improvements and smaller projects such as pruning, drainage, and sidewalk moss removal have put us over budget in a number of categories, although we are still within budget in most categories. We will be keeping a close eye on our discretionary expenditures for the remainder of the year.

Please remember that dues are payable on the first of the month. Our bookkeeper usually comes to ETA on Monday, one day before our Board meeting, so sometimes her visit occurs as early as the 7th. If you (or your bank) are mailing the check to our P.O. box, it needs to arrive there by the 5th of the month. If you drop off your check in the slot, it should be there by the 5th also.

The past few months have been a whirlwind of activity, and one important cycle in our management of the Association is before us again. Each year, three of our nine members of the Board of Directors complete their terms of service on the Board. Our Association must elect or re-elect three members to serve a three year term of service on the Board. If you have an interest in serving on the Board of Directors, please complete and return the attached application to the mail slot at the Clubhouse or mail it to our Post Office Box. All applications must be received on or before Monday, ___ to be included on the ballot. The election will be held at a special meeting held on Tuesday, ____. This could be a great opportunity to serve your Association and neighbors. The duties and responsibilities of Board members are highlighted on the attached application form.

Nominee for the Edgewood Board of Directors Term:
January 1, 2012 through December 31, 2014

I have read the duties and responsibilities of the ETA Board of Directors, and I wish to be considered as a nominee for one of the three available positions.____________________________________________

BOARD OF DIRECTORS DUTIES AND RESPONSIBILITIES
1. The management of this Association shall be delegated and entrusted to a Board of Directors which shall be elected by the members at the annual meeting. The board shall consist of four (4) elected officers (President, Vice President, Secretary and Treasurer) and five (5) directors. Directors and officers may serve for more than one term.
2. The directors of the association shall hold office for a term of three (3) years, or until his successors shall have been elected and qualified. The term of the nine directors shall be staggered so that three positions will be completing their three year term each year.
3. Any director or officer may resign at any time by giving written notice to the Board. Such resignation shall take effect on the date of receipt unless a later time is specified within. Unless otherwise specified, the acceptance of such resignation shall not be necessary to make it effective.
4. Any officer or director may be removed from office with or without cause by an affirmative vote of six (6) members of the Board. Removal may be appealed at a meeting of the membership of the Association. In the event of death, resignation, or removal of a director or officer, his successor shall be appointed by, the remaining members of the Board and shall serve for the remainder of the replaced directors term.
5. Compensation: No person shall receive compensation for any service rendered to the Association as an elected officer or elected director. However, any actual expenses incurred in the performance of duties may be reimbursed.
OFFICERS AND THEIR DUTIES
1. The elected officers of the Association shall be a President, Vice President, Secretary and a Treasurer, all of whom shall be members of the Board of Directors.
2. No person shall simultaneously hold more than one (1) of any of the other offices except in the case of an emergency.
3. The duties of the officers are as follows:
President: The president shall preside at all meetings of members and the Board of Directors; shall see that orders and resolutions of the Board are carried out; shall sign all leases, deeds, promissory notes, and other written instruments and shall co-sign checks as necessary.
Vice President: The vice president shall act in the place and stead of the president in the event of his absence, inability or refusal to act, and shall exercise and discharge such other duties as may be required of him by the Board of Directors.
Secretary: The secretary shall record the votes and keep the minutes, signed and dated, of all meetings and proceedings of the Board and Association meetings; keep the corporate seal of the Association and affix it on all papers requiring said seal; serve notice of meetings of the Board and of the Association; keep appropriate current records showing the members of the Association together with their addresses; keep a current record of the officers, directors, and committees; and shall record all official documents. Additional secretarial duties, as required by the Board may be assigned to a volunteer or to an appointee, and may be compensated, as deemed necessary.
Treasurer: The treasurer shall cause to be received and deposited in the appropriate bank accounts all monies of the Association and shall cause to be disbursed such funds as directed by resolution of the Board of Directors; shall sign checks as necessary and all promissory notes of the Association; keep proper books of account; and shall cause to be prepared an annual budget and financial statements to be presented to the membership at its regular annual meeting to the members. Funds of the Association must be kept in a state or nationally chartered bank or Savings and Loan institution with deposit insurance coverage by FDIC or equivalent type coverage. All checks shall bear two authorized signatures; one signature shall be of the president, vice president or treasurer and the second signature may be of a member of the Association designated by the Board.
MEETINGS OF BOARD OF DIRECTORS
1. Regular meetings of the Board of Directors shall be held on the second Tuesday of each month. Meeting notices shall be posted. Members may attend the meetings, and non members may attend only by invitation only.
2. Special meetings of the Board of Directors shall be held when called by the President of the Association, or by two (2) directors, after not less than three (3) days notice to each member of the Board. Notice of meeting shall be posted.
POWERS AND DUTIES OFTHE BOARD OF DIRECTORS
POWERS: The Board of Directors shall have power to:
A. Adopt and publish rules and regulations governing the use of the common area and facilities, and the personal conduct of the members and their guests thereon, and establish penalties for the infraction thereof.
B. Suspend the voting rights and right to use of the recreational facilities of a member during any period in which such member shall be in default in the payment of any assessment levied by the Association. Such rights may also be suspended after notice and hearing, for a period not to exceed thirty (30) days for infraction of published rules and regulations.
C. Exercise for the Association all powers, duties and authority vested in or delegated to this Association and not reserved to the membership by other provision of these By-Laws, the Articles of Incorporation or the Declaration.
D. Declare the office of a member of the Board of Directors to be vacant in the event such member is absent from three (3) consecutive regular meetings of the Board of Directors.
E. Contract for services for the maintenance of common areas in accordance with the Declaration and such other services necessary for the management of the Association.
F. Hire employees as deemed necessary for the management of the Association and to prescribe their duties.
DUTIES: It shall be the duty of the Board of Directors to:
A. Cause to be kept a complete record of all its acts and corporate affairs and to present a statement thereof to the members at all membership meetings.
B. Supervise all officers, agents and employees of the Association and to see that their duties are properly performed.
C. Fix the amount of the annual assessment against each Lot at least thirty (30) days in advance of each annual assessment period; send written notice of each assessment to every owner subject thereto at least thirty (30) days in advance of each assessment period; and optionally foreclose the lien against any property for which assessments are not paid within thirty (30) days after due date or to bring an action at law against the owner personally obligated to pay same. As set forth in the Declaration, Article IV.
D. Issue, or cause an appropriate office to issue, upon demand by any person, a certificate setting forth whether or not any assessment has been paid. A reasonable charge may be made by the Board for the issuance of these certificates. If the certificate states an assessment has been paid, such certificate shall be conclusive evidence of such payment.
E. Procure and maintain adequate liability and hazard insurance on property owned by the Association; procure and maintain adequate personal liability insurance for members of the Board.
F. Cause to be maintained all common area in accordance with Article VIII of the Declaration.
G. Cause all officers, members, or employees authorized to receive or dispense funds to be bonded, as it may deem appropriate.
H. Cause the Common Area and Associations real property to be maintained.
I. Cause to be prepared an annual budget, review and approve financial statements and present to the membership at the Association's annual meeting. The Board shall maintain adequate reserve accounts and may authorize audit by an independent public accountant to review the Association's accounts as necessary or appropriate.
J. Assure that expenditures are made in accordance with the annual budget.