October 2011 Newsletter of Edgewood Townehouse Association, Eugene, Oregon

Next Regular Board Meeting: Tuesday, November 8, 6:30 PM

By-the-Brook Book Group: By-the-Brook Book Group: Wed. November 9, 2 PM

Tuesday Afternoon Teatime: November 15 , 3 PM in the Clubhouse.

Letter from the Board
Board Of Directors Meeting Minutes: Tuesday 10/11/11; Special Meeting minutes.
Reports: Facilities; Grounds; Clubhouse; Website; Treasurer's;
Profit and Loss [Omitted]
Monthly Banking Activities [Omitted]

Over the past several months, the Board, a Budget Committee and our Director have been actively reviewing our Fiscal Year (FY) 2011 Budget and planning for the next year. FY 2011, to date, has successfully accomplished the lion’s share of tasks that were planned last year. Our maintenance activities have been widespread throughout the community, and our Capital Projects completed with the exception of one paint project that will be postponed until next spring due to unfavorable weather conditions this autumn. Overall, we have been very efficient in deploying our work this year, and tangible results are visible.

As the Board looks forward, we hope to continue with plans that enhance the maintenance and restoration of our facilities. We discussed and considered many scenarios and approaches to achieve our goals realistically and reasonably, always considering the economic challenges before us. In the end, and after hours of discussion and productive debate, the Board decided to implement a 4% increase, or a $10 per month, assessment increase for FY 2012. Our Home Owner Dues will increase from $255 per month to $265 per month beginning on January 1, 2012.

The increase, in large part, will be applied to FY 2012 Capital Improvement Projects including: 1) systematically begin a program of overhead garage door replacements; 2) increase the scope of concrete walkway replacement; 3) add additional funds to residing and repainting projects; and 4) to modestly increase the fund supporting our contracted labor.

The Board would sincerely like to thank the family of Edgewood and express our appreciation for your support and encouragement over the past year.

REMINDER: OUR ANNUAL MEETING WILL BE HELD
ON TUESDAY, OCTOBER 25 AT 7:00 P.M.,
IN THE CLUBHOUSE. SEE YOU THERE!

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

Approval and Acceptance of Minutes: A call was made from Bruce Trafton to approve and accept the minutes of the Sept. 14, 2011, meeting as published in the FYI newsletter. Toni Horodysky moved and Jennifer Smith seconded to approve the minutes. Motion passed.

Treasurers Report: The homeowner who had been seriously in arrears sent a check to cover the amount past due. We intend to move all of our checking accounts to OCCU by the end of the year.

State of Facility Report: A written report was submitted. Frank Gaddini read his report for the board. He thanked the board for making some good decisions and moving the association forward. He presented a third quarter fiscal review spreadsheet, which showed the association is operating at a level consistent with the budget. He explained the income, expenses, operations, and capitol projects on the spreadsheet. The board thanked Frank Gaddini for his guidance.

Old Business
1. Special Meeting Review – Follow up on paint project, chimney repair, budget for 2012. The rainy weather stopped the paint project planned for 121 WW to 137 WW. The chimney repair on 50 Brae Burn is up for bids.
2. Reserve Study Update - Dispatched.
3. Progress report - 170 Brookside Dr. and 118 Brae Burn Dr. requests for walkways, and exit door and walkway - 118 Brae Burn will have cement poured and the request for a walkway at number 170 Brookside Dr was withdrawn.

New Business
Parking waiver requests –27 WW requested parking for a car until Dec. 11th, while the homeowner rearranges the garage. Consensus of the board was to grant the waiver.
2. Overflow parking policy review – the moratorium on changing the current parking policy will end on Nov. 8th. On that date the board will review the policy.
3. Letters from homeowners – Noise from the neighboring heat pump was a problem for the homeowner at 185 WW. It will be suggested that the homeowner contact their neighbor. Bruce Trafton read a letter from homeowner at 147 WW regarding change in plans for rental of the unit.
4. Discussion on rental rate for 87 WW – It was decided to increase the rent by twenty-dollars, to $920, for 2012. Toni Horodysky moved and Jennifer Smith seconded the increase. Motion passed.
5. Jolene Baron moved that we transfer all our accounts from Umpqua Bank to Oregon Community Credit Union. Jennifer Smith seconded. Motion passed.

Announcements - The owner of 149 WW wished to let the board know that he wants to rent his townhouse.

Next Board Meeting Time and Place:

The next Board Meeting will be on Nov. 8, 2011, at 6:30 PM
The next General Meeting will be on October 25, 2011 -- Elections!

SPECIAL EDGEWOOD TOWNHOUSE BOARD OF DIRECTORS MEETING,
September 27, 2011

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

The meeting was called to further study the budget submitted by Facilities Director, Frank Gaddini. His budget was based on a $10.00 increase in 2012. Anything over the $10.00 increase would have to be approved at the annual meeting by a 2/3rds majority of homeowners. The second option discussed was for an increase of $15.00 and a third option was for $20.00. There was much discussion about the three options. Russ Fryburg moved that we increase the association dues by 4 % or $10 for 2012. Suzy Wojcik seconded. Motion passed.

The chimney at 50 Brae Burn needs to be repaired as it has separated from the unit, is unsafe, and since it is an exterior project, is the responsibility of the association. Russ Fryburg moved that we spend approximately $5,000 from reserve funds to fix the chimney. Toni Horodysky seconded. Motion passed.

Toni Horodysky moved that we paint units 121 WW through 137 WW, which severely need paint. Susan Klein seconded the motion. Motion passed

Toni Horodysky moved that we adopt the budget as presented by Frank Gaddini. Russ seconded. Motion passed.

Russ Fryburg moved to adjourn. Linda Johnson seconded.

Sample Ballot
Election of Board of Directors, General Meeting , October 25, 2011

September 2011 was another benchmark month for maintenance at Edgewood Townehouses. It also marks the close of the third quarter of our Fiscal Year. During the month, we tracked, recorded, and completed ninety-seven (97) maintenance jobs. Tree limb pruning and cutting back many of the wild shrubs along the creek walkways continued to be a priority on the grounds.

The Pool closed on September 18th, although the weather remained beautiful with warm sun filled afternoons for the remainder of the month.

Our Lawn and Grounds Service Contract ended on September 15th even though warm weather kept the lawns green and growing well into the latter part of the month. For the next eight (8) months, our lawns will mowed with our contracted labor workers on an “as needed” basis.

With our contracted labor workers, we also pursued two more groundwater management improvement projects at 121 and 159 Westbrook Way excavating and installing underground drainage pipes to capture and direct groundwater to the creek during the rain seasons.

At the beginning of the month, we completed the re-fashioning of Clubhouse’s north side wood patio deck. The original wood patio deck, handrails, and balusters were deconstructed and all of the usable wood material was cleaned and stored for the rebuilding of a small wood patio deck. The new smaller downsized wood deck, measuring about one-hundred-and-fifty (150) square feet, was constructed by re-using the former deck’s wood material.

As the month was drawing to a close, we began the installation of new safety fence along the North Bank Creek Walkway. Approximately thirty (30) feet of new fence and handrail will be installed for personal safety at a site where the walkway is very steep, and at times slippery, and creek bank is very steep.

During the month, we also repainted all of the garage walls and overhead garage doors from 101 through 137 Westbrook Way. This work was also performed by our contracted labor workers.

Another job of interest that was conducted during September was the removal of the noxious ivy, weeds, and other debris surrounding the stone monument located on the northeast corner of our property (Willamette and Brea Burn). This is the first step in a project to eliminate any safety hazards posed by the abandoned monument.

Adding all of our September job tallies to our maintenance database, brought our year-to-date total to six-hundred-twenty-seven (627) discreet jobs hitherto in Fiscal Year 2011.

Now that the rain has arrived, the irrigation system has been turned off until next year.

Marlon and Son, our leaf removal contractor, started at the end of the month. He will clear leaves, pine needles, etc. from sidewalks, parking areas, and Westbrook Way.

Clubhouse Report
The clubhouse has been getting very little use for the last couple of months. It’s your space; use it!

The reservation procedure is online and in the packet just under the calendar across from the clubhouse front door. Just check the calendar, put your name down if the date you want is free, fill out the reservation form, attach a deposit and put it in the clubhouse mailbox. How simple is that?

We will be decorating for the holidays again this year so plan to join us on Saturday, November 26th. Put the date on your calendar right away and come help us make the space look festive. We’ll provide the treats.

Our website, www.edgewoodhoa.org had 49 visitors who looked at 108 pages during the period September 9 to October 7.

The Budget Committee comprised of Gloria Gehrman, Jennifer Smith, Doug Cone, Bruce Trafton, Frank Gaddini, and myself, spent many hours discussing and fine-tuning next year’s budget. We decreased amounts in the few areas where we did not spend the budgeted amount this fiscal year, and increased the allocation where we had underestimated our expenditures or anticipated greater needs in 2012. We will again be setting aside $30,000 into our Reserve Fund for future big-ticket items. The Board voted to increased dues by $10 per month to $265 starting in January 2012 to cover our projected expenses.

We are gradually changing all our banking from Umpqua to Oregon Community Credit Union because of the great difference in the interest we earn on our savings.

__ Jennifer Smith (Incumbent)	__ ______________________________
__ Russ Fryburg (Incumbent)	__ ______________________________
__ Bruce Trafton (Incumbent)	__ ______________________________