November 2011
Important Dates:
Next Regular Board Meeting: Tuesday, December 13, 6:30 PM
(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per Bylaws)
HOLIDAY DECORATING/POTLUCK
SAT. NOVEMBER 26, 1 P.M. In the Clubhouse
Hospitality Activities:
By-the-Brook Book Group: By-the-Brook Book Group: Wed. December 14, 2 PM
Tuesday Afternoon Teatime: December 20, 3 PM in the Clubhouse.
Contents:
Message from the Board; Clubhouse report;
Board Of Directors Meeting Minutes: Tuesday 11/8/11; Annual Meeting minutes.
Reports: Facilities; Grounds; Website; Treasurer's;
Monthly Banking Activities [Omitted]FYI Info:
Editor: Sara Mitchell ( )
MESSAGE FROM THE BOARD
This November, the Board is happy to announce that most of our banking activities, checking, savings, and CD investments, have been transferred to a local credit union. This move has improved our interest returns on the monies we deposit monthly to pay our bills and the monies we invest for the future to pay for major repairs to our facility. Financially, our Association is in great health!
As we move towards winter season, a few other notables for our Association to note include freeze protection for outdoor hose faucets, Clubhouse volunteers to decorate for the Holiday Season, and neighborhood awareness. First, with temperatures dropping, it is a good idea to make sure that your outdoor hose faucets are protected from freezing temperatures that often arise by surprise in December. On very cold nights leave your faucets running (the size of a pencil lead) and open your cabinet’s next to outside walls. Local home improvement stores stock covers that are simple to install over your outdoor faucets and minimize the chance of costly freeze damage. Second, it’s that time of the year to celebrate the Holidays. Our Clubhouse Chair will be decorating the Clubhouse soon, and your help is always appreciated. More information on how to volunteer is included in this newsletter. Third, have you chatted with your neighbors lately? It is always a great idea to spend a few minutes chitchatting with your neighbors at the mailboxes, in the driveways, on the street, and especially at Clubhouse activities. Get to know your neighbors!
On business matters, the Board has also concluded and confirmed an important update to our parking policy. Last year the Board began updating some of our rules and policies. One year ago, the Board placed a moratorium on changes to a new parking policy. Over the year, the Board monitored the new parking policy and assessed it impacts. The discussion and decision of this matter is detailed in our Business Meeting Minutes in this edition of the FYI. Our recently adopted Parking Policy is stated on the next page:Edgewood Townehouse Association Parking Policy (Adopted November 2011)
1. All vehicles must be parked in designated parking spaces.
2. Residents are responsible for insuring that their guests park in designated spaces
3. Vehicles parked on the premises for more than five (5) days shall display a guest parking permit.
4. Over Flow Parking Lot Rules
a) Residents may park their vehicles and recreational vehicles for a limited time, on a short-term basis, and on a first-come, first-served basis.
b) Commercial vehicles are not to be parked in the Overflow Parking Lot.5. Violators of the ETA Parking Policy will be processed in accordance under the Oregon Revised Statues and the Eugene Municipal Code. A fine will be assessed to the owner of vehicles parked without a permit at the rate of $25 per day.
6. Waiver for Special Circumstances
Homeowners may request waiver of the Parking Policy in the event of exceptional or extraneous circumstances. Waiver Forms are available by contacting the Board, the Director, at the clubhouse, or on-line at www.edgewoodhoa.org/ The Board will review each case and render a final decision.
On behalf of the Board, thank you for your trust, encouragement, and support of the Board.Bruce Trafton
President
Edgewood Townehouse Association ( )
Clubhouse Report, November 2011
The calendar for 2012 is up on the bulletin board in the clubhouse. To insure your event happens on your preferred date, everyone who has a monthly, ongoing reservation should get over there pretty soon to save your dates for the coming year.
DON’T FORGET. We decorate for the holidays on Saturday, November 26th. It’s always a lot of fun but we can definitely use more people. We’ll start around 1:00 AND have a potluck afterwards. Please join us – bring a potluck dish and your holiday spirit.
Bev Day, ( )
ETA BOARD OF DIRECTORS BUSINESS MEETING: NOVEMBER 8, 2011
Call to Order: The meeting was called to order at 6:30 PM on Tuesday, November 8, 2011, by Bruce Trafton. Present: Doug Cone, Linda Johnson, Russ Fryburg, Bruce Trafton, Susan Klein, Jennifer Smith, Jolene Baron, and Toni Horodysky. Suzy Wojcik was absent.Approval of Minutes: The Minutes from the 10/11/11 meeting were approved as published.
Treasurers Report: Toni began her report with a positive announcement that 151 Westbrook Way is pending closure. She also stated that later this week we would open two more accounts at Oregon Community Credit Union (OCCU) to reach our goal of transferring all our funds from Umpqua Bank by the end of the year. Toni reported that our first three months of OCCU investment interest has already superseded the interest returns from Umpqua Bank for one year.Toni reported that currently only two homeowners are in arrears with October dues.
State of Facilities Report:
1. Board question regarding sidewalk replacement: Frank responded that our next phase of sidewalk replacement will occur in January 2012. The primary target zone will focus along the creek’s south bank walkway from a point east of 17 Westbrook Way to a point west of 85 Westbrook Way including the approach to the east bridge. The second target zone will be the approach to the west bridge along the north bank walkway.
2. Board question regarding maintenance in Fiscal Year (FY) 2012: Currently and through Fiscal Year 2012, we will continue a building maintenance plan that addresses maintenance repairs based on need. He explained the difference between repairs, preventative maintenance, and building restoration. Frank suggested that our long-term goal should be to focus on plans for complete restoration for each building. A restoration plan would ensure that each building’s exterior would be serviced on a six-year cycle ensuring the longevity of the facilities.
3. Board question regarding the masonry monument: Frank reported that much of the overgrown vegetation concealing the monument at our northeast corner has been removed. Before the end of this year the wood portions and the steel letters of the sign will be removed. These are the items that the insurance risk assessor identified as safety risks.
OLD BUSINESS: Bruce reported that all notices of rent rate increase have been presented to our rental unit resident at 87 Westbrook Way.
NEW BUSINESSA. Review of Parking Policy Moratorium:
1. Historical Overview: At the beginning of this year in the board decided to review and update some of Associations rules and policies. Parking and Pets were the first two items reviewed and addressed. During spring, the Board updated the Parking Policy to be more current with existing and historical practices. Shortly afterwards, some homeowners raised concerns about the updated policy, specifically regarding the Overflow Parking Lot. During summer, the Board considered those concerns, made revisions to the Overflow Parking Lot policy, and approved the revisions. After these revisions were formalized, some homeowners again expressed concerns over the Overflow Parking Lot. The Board considered those concerns, and devised a Waiver Request policy to address extraneous circumstance that might arise over the Overflow Parking Lot use. During early autumn the Board approved a Waiver Request policy to address the concerns expressed by a homeowner. The policy was implemented and approved by the Board. Immediately after this action by the Board, a homeowner expressed concern over the Overflow Parking Lot policy again. After these concerns were aired, the Board decided to place a one-year moratorium on the Parking Policy, monitor use patterns in the Overflow Parking Lot, manage the newly implemented Waiver Request policy, and assess positive and negative impacts of the policy.
2. Bruce reminded all, that during the past year, at each business meeting, he asked the Board members to report on any problems or concerns brought to their attention by homeowners over the Parking Policy, specifically the Overflow Parking Lot, and to report any observations Board members may have noticed in the Overflow Parking Lot. Over the course of the year’s moratorium, no Board members ever reported any problems or concerns brought to their attention by homeowners over the Parking Policy, or any observed problems or misuse.
3. Bruce reported that over the year 20 Requests for Waivers of the Parking Policy were filed with the Board. Of these twenty (20) Requests for Waivers, thirteen (13) have been satisfied. Seven (7) requests are still in progress and satisfying the terms of their requests.
4. Bruce asked the Board how they wished to pursue on this matter. Board members agreed that since no controversies arose during the moratorium period, the Board should consider raising the moratorium and adopt the Parking Policy with the Request for Waiver option for homeowners who have special needs. During the discussion Jolene emphasized the importance of practicing fairness when approving or denying Requests for Waiver. Bruce responded that the Board reviews each Request for Waiver, and time limits are written into the response that requires regular review by the Board.
5. Russ moved to approve and adopt the current Parking Policy and the Waiver Request process. Jennifer seconded the motion. The motion passed unanimously.
B. Discussion of Two New Line Items for the Budget
1. Frank asked if the Board would include two new line items in the FY 2012 Budget. The proposed two new line items were Groundwater Management and Safety. He asked to include these items in the budget as a tracking measure only; and although the Board did not approve funds for these line items in the 2012 Budget, the goal is to track Maintenance funds that are specifically applied to Groundwater Management work and funds that are specifically applied to address safety matters. Frank asked to insert Ground Water Management under the Grounds banner of the budget, and to insert Safety under the General Maintenance Banner of the Budget. The Board discussed the idea. During the discussion Toni suggested that we should also specifically track maintenance funds that are applied to creek maintenance. She suggested that Creek Maintenance be set under its own banner, like the Clubhouse and the Pool.
2. After discussion, Jolene moved to include all three of these line items in the FY 2012 Budget to track funds that are applied to these activities. Toni seconded the motion. No funds were assigned to any of these three new line items in FY 2012. The Board will monitor funds used to address these new line items and possibly consider funds for these line items as part of planning for the FY 2013 Budget based on information gathered over the year.
ANNOUNCEMENTS
1. Bruce announced that he wanted each Board member to begin thinking about goals for next year. During the next two Board meetings, the Board will review ideas, prioritize those goals that are identified, and set out to pursue the top two or three goals next year.
2. Bruce reminded all that the potential for freeze damage is upon us. Each of the past two Decembers has seen temperatures drop below freezing for sustained periods of time. Some homeowners have experienced frozen pipes. Some of these homeowners experienced broken water lines. He urged all residents to cover their outdoor hose faucets and take precautions under sinks.
3. Bruce announced that a homeowner submitted a letter of concern over sound after the November Business Meeting Agenda was set. This topic will be listed under new business for the December meeting.
NEXT BOARD MEETING TIME AND PLACE: The next regularly scheduled Board Meeting will be on Tuesday, December 13, 2011 at 6:30 PM in the Clubhouse.
ADJOURNMENT: The Meeting adjourned at 9:15 PM.
Submitted by Frank Gaddini, ( )
Eugene Townhouse Association Annual Meeting
The annual town-hall-style meeting was held October 25, 2011, at the clubhouse with 32 residents and board members present.Announcements were made including:
1. There are new owners at 5 WW, 150 WW, and 75 WW.
2. There will be an election of board members. There were no nominations from the floor. A motion was made to elect the incumbents on the ballot. Mike Metzler seconded the motion. Motion passed.
3. Bruce Trafton, board president, had surprises taped under two chairs in the room to encourage attendance at the meetings, and two people took home Euphoria chocolates.
The homeowners were invited to share their thoughts about how our operation is doing.
Frank Gaddini spoke about the challenges at the townhouse association and that it was a
pleasure to work with this board.At 136 WW there are a lot of weeds. This will be resolved with our contracted employees as soon as funding permits.
A homeowner asked that a new roster be printed in an upcoming FYI.A homeowner commented that the progress made on the grounds is visible, but expressed concern that we still need to stay within our budget.
The increase in dues was the minimal amount the board could ask for 2012. Bruce Trafton explained the fiscal management we have in place.
Committee heads who were present were introduced including the chair of the grounds committee, the website committee, and the chair of the telephone committee, who stated that another person was needed for the phone committee. One of the attendees volunteered. The hospitality committee did a fine job decorating the clubhouse and serving pumpkin pie and cider.
Suzy Wojcik, Secretary ( )
October 2011 Facilities and Operations Report
October 2011 at Edgewood was one of the most unusual Octobers on record. The month saw very little rain and light breezes. Normally, one would expect to hear the cracking of leaves underfoot, but hardly a leaf fell from the trees – albeit the Ponderosa Pines. They began their shedding early in the month. This would traditionally be the month we begin our leaf management program, but we postponed this contract until next month. The month’s maintenance focused primarily on routine tasks. Mowing lawns, blowing debris off hardscapes, and stowing all of our Pool equipment were the real highlights of the month. Our irrigation systems were shut down, and the process of winterization of our facilities ensued. Through the month we completed forty-seven (47) jobs, which brings our total jobs for the year to six hundred and seventy-three (673) jobs to date. Although we completed most of our Capital Projects, we were hoping to finish one last project – a repainting project, however, that project was postponed until next spring when temperatures and the contractor’s schedule will be more accommodating.
Frank L. Gaddini, Facility and Operations Director, ( )
Edgewood Townehouse Association Website, November 2011
Toni Horodysky, ( )Our website, www.edgewoodhoa.org had 45 visitors who looked at 74 pages during the period October 8 to November 3.
Treasurer Report, November 2011
Toni Horodysky, Treasurer ( )If you have your dues sent automatically from your bank, please inform them in a timely manner that dues will increase to $265 in January. At the same time, please review the date they issue the check, since ETA dues are due on the 1st of the month.
HAPPY THANKSGIVING
TO YOU
AND YOUR LOVED ONES!
[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]