F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405December 2011
Important Dates:
Next Regular Board Meeting: Tuesday, January 10, 6:30 PM
(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per Bylaws)
HOLIDAY PARTY!THURSDAY DEC. 22, 6:30 P.M., at the Clubhouse. Bring an appetizer or lesser. And a beverage to share
ETA QUARTERLY MEETING, TUESDAY JANUARY 25, 7 P.M.
In the clubhouse
Hospitality Activities:
By-the-Brook Book Group: By-the-Brook Book Group: Wed. January 11, 2 PM
Tuesday Afternoon Teatime: January 18, 3 PM in the Clubhouse.
Contents:
Message from the Board;
Board Meeting Minutes: 12/13/11;
Reports: Facilities; Grounds; Clubhouse; Website; Treasurer's
Monthly Banking Activities [Omitted]
ETA member phone list [Omitted]FYI Info:
Editor: Sara Mitchell ( )
MESSAGE FROM THE BOARD
Dry, crisp, cold, sunny days; turkeys and deer running amuck through the grounds; and the scent of sweet potatoes and pumpkin pie wafting through the air made this November at Edgewood unforgettable. As we look back over the past eleven months of the year, we can be pleased that our community has amassed more than just a few successes. We completed an extraordinary number of repairs and restorations on our facilities, we enacted major changes in our business practices and we resolved several policy matters. Although the fiscal year has not officially ended, it is fair to state that 2011 has been a very productive year at Edgewood.
Our future outlook is exciting too. We look forward to another year of facility restorations, improved business practices for our operations, and enhancement to our reserve money investments. In short we have become much more professional in the management of our Association. An important reason that our Association has achieved such a respectable level of success is the support that comes from each of our eighty-nine homeowners. It is a fortuitous combination of our homeowners’ dues and good management that fuels our success.
As a business operation, we purchase and acquire services and supplies daily. Our vendors and suppliers perform work and we pay them regularly. This is the business cycle that each of us is familiar with, which brings us to the point of this letter – that point being that we depend on each of us to pay our homeowners’ dues in full and on time. Each month our vendors and contractors expect payment before the 10th of the month. This means that we must write checks and make our payments by the 7th of each month to suppliers and service providers. To do this, and to be on time, we need each homeowner to pay their dues on the first business day of each month. Paying your homeowner dues late causes many problems with our business operations. This is why it is so important to pay your homeowners dues on time by the first business day of the month. And an important reminder for everyone – beginning on January 1, 2012 our monthly homeowners’ dues will increase by $10 per month. The new rate for 2012 is $265 per month. Please help us continue our progress towards success by paying your homeowners’ due on time on the first business day of each month.
Thank you all for your support, and cheers for the holiday season.
Bruce Trafton
President, Edgewood Townehouse Association ( )
PLEASE COME TO THE E.T.A. HOLIDAY PARTY!
THURSDAY DEC. 22, 6:30 P.M., at the Clubhouse. Bring an appetizer or dessert and a beverage to share.
EDGEWOOD TOWNEHOUSE BOARD OF DIRECTORS MINUTES, 12/13/11
Call to Order: Bruce Trafton called the meeting to order at 6:30 PM.
Board members present were Russ Fryburg, Linda Johnson, Bruce Trafton, Suzy Wojcik, Susan Klein, Toni Horodysky, Jolene Baron and Doug Cone. Absent was Jennifer Smith. Also present was Frank Gaddini.Approval and Acceptance of Minutes: A request was given to approve and accept the minutes of the November 8, 2011 meeting as published in the FYI newsletter. Toni Horodysky moved and Russ Fryburg seconded to approve the minutes. Motion passed.
Treasurers Report: Toni Horodysky reported that ten people are behind in their dues for the month. Two are behind two months or more. Profit and loss statement shows that we will be unable to make up last year’s shortfall in the Reserve Account. The association closed one more account at Umpqua Bank, and is waiting to get checks printed for OCCU.
State of Facility Report: A written report was submitted. Frank read his report for the board. Report will be included in the December FYI.
Standing Reports
- Budget Report: Written report submitted
- Clubhouse Committee: No report
- Architecture Committee: No report
- Grounds: Written report submitted
- Swimming Pool: Pool closed
- Welcome Committee: Holiday party 6:30 PM December 22.
- Website Committee: Written report submitted
Old Business
Follow up on credit union – Checks were ordered and transfers will be complete by the first of 2012. Russ Fryburg moved that we pay into the reserve fund, $2500.00, with the first check from the bank, of every month. Toni Horodysky seconded. Motion passed.Follow up on chimney repair 50 Brae Burn – The job will be done by Ramjack, on Thursday, December 15th, 2011.
New Business
Parking review of all waiver requests - There were six waiver request forms.
- 27 Westbrook way requested parking until Jan. 15th.
- 21 Westbrook Way requested parking for six months.
- 24 Westbrook Way requested parking for six months.
- 8 Westbrook Way requested parking for one year.
- 186 Brookside Drive requested parking for one year.
- 136 Brae Burn requested parking for six months.
A motion to approve all applications was made by Toni Horodysky and seconded by Susan Klein. Motion passed.
Frank Gaddini’s appointment - An updated version of the position description and agreement dated December 13, 2011, for the Director of Facilities and Operations was presented. There was some discussion and brief modification of the proposal. Russ Fryburg moved to reappoint Frank Gaddini for the position of Director of Facilities and Operations for the 2012 Fiscal Year at the salary of $__ per month. Suzy Wojcik seconded. Motion passed unanimously.
Grounds committee contract – A proposal involving severing the contract with the ornamental shrub company for one year, and allowing the contracted employees to attend to the work was presented. The contracted employees can be trained to do the work thus saving dollars. Consensus of the board was to approve the change.
Goal setting - A mission statement is needed. Several ideas were presented, including updating rules and CC&R’s, renters of units complying with the rules, sales and purchase procedures, and late dues payment penalties.
In January, the board will go over several of the goals.Announcements
Elections of officers – This will be done in January.Winterizing – Homeowners need to cover and detach hoses.
Holiday party – There will be a holiday party for all ETA residents, at the clubhouse, Thursday December 22, 2011 at 6:30 PM. Attendees should bring an appetizer or dessert to share and the beverage of choice. Optional would be to bring a white elephant gift to exchange.
Thank you – Bruce Trafton presented a thank you gift to Frank Gaddini for all the hard work for the year.
Meeting adjourned – 8:10 PM
Next Board Meeting Time and Place: January 10th, 2012
General Meeting - January 26th, 2012
Respectfully submitted,
Suzy Wojcik, Secretary, ( )
How to pay your ETA dues (on time)
- Please remember ETA dues are payable on the first of the month.
- Make your check payable to ETA or Edgewood Townhouse Association.
- You may pay each month or up to 12 months in advance. Place your check in the mail slot next to the Clubhouse front door or mail your check to ETA’s post office box. PO Box 5424, Eugene 97405. (You do not need an envelope if you use the mail slot.)
- Prepare 3, 6, or 12 post-dated checks, dated appropriately. We will keep your checks in the safe and cash one each month. (Just remember to subtract them each month in your checkbook.)
- Have your bank send a check directly to our PO Box each month. Most banks and credit unions do that free of charge. Look for information on your credit union’s website about “Setting Up an Automatic Payment” or ask a teller to set it up for you. Unfortunately, we cannot set up a direct deposit into our account at this time.
- If you pay monthly, and would like an e-mail reminder a few days before the first of the month, please let me know.
Toni Horodysky, ( )
November 2011 Facilities and Operations Report
Leaves, leaves, and more leaves. November at Edgewood started out with windfall leaf deposits. During the former month of October, warm weather and scant precipitation delayed the traditional defoliation pattern. Then, almost spontaneously, as the month began, rain showers fell, lofty wind gusts blew overhead, and leaves began to surge down. And, if you expected the month to be “quiet” it was; with the exception, of course, of leaf blowing. With all of our Capital Improvement projects completed, routine maintenance was the only activity occurring on our property.The month’s routine maintenance included leaf removal and disposal by a service contractor. Our contract labor and volunteers conducted shrub pruning and debris clearing, mostly along the Brae Burn Creek walkway corridor. In total, we completed forty-three (43) discrete jobs in November. Including November’s work, we have tracked and recorded seven hundred sixteen (716) jobs on our property this year. Of course, these are the visible and tangible products of our maintenance’s labor. The planning, preparation, and material and supply acquisition is unaccounted for, but still requires extensive commitments of time to coordinate to make our work successful.
Of particular interest in November ‘s routine maintenance included the replacement of six (6) new light fixtures for Driveway #4. Driveway #4 provides access to homeowners between 35 and 87 Westbrook Way. The existing light fixtures, attached to garage walls, have been replaced with new, modern light fixtures that use lamps (light bulbs) that consume sixty-eight (68) percent less electricity and cost only $1 per lamp. The old fixture’s lamps cost nearly $11 per lamp, so in the future we will be saving money on lamp replacements. To date, we have replaced nineteen (19) of our fifty-seven (57) Driveway light fixtures. Four (4) more new light fixtures will be installed next month. The remaining Driveway light fixtures will be replaced over the next three fiscal years.
As we move into the month of December, we will be monitoring the ending and close of our FY 2011 Budget, while we prepare for roof and gutter cleaning that will be scheduled for the latter part of the month.
Frank L. Gaddini, Facilities and Operations Director ( )
December ETA Grounds Committee Report
Our leaf removal contractor, Marlon and Son, finished his obligations at the end of the month, as did Sperry Tree, our ornamental shrub maintenance contractor, who was on site on the 21st.
Contracts for summer lawn/bed maintenance and monthly shrub maintenance for 2012 will be examined for bid or renewal at the end of the month.
The hourly contracted employees have been doing lawn care and light pruning.
Along with the much-awaited rain but unwelcomed cold, we also had several late (or early) light purple rhodie blossoms along Westbrook Way.
Jerry Wojcik, ETA Grounds Committee Chair ( )
Clubhouse Report
A huge THANKS to the helpers who put up the holiday decorations in the clubhouse. It was a lot of fun with good company and good food. The space is beautiful!
It’s a good time to come over and check it out, then check the calendar for free times, reserve the space and throw a party before the end of the year when the decorations come down. The reservation forms are under the calendar in the clubhouse and online. Fill out the form, add a deposit check, and put both in the clubhouse mail slot.
The 2012 calendar is also posted on the clubhouse bulletin board so you can schedule events for next year too.
Beverly Day, Clubhouse Committee Chair, ( )
Edgewood Townehouse Association Website, December 2011
Toni Horodysky, ( )
Our website, www.edgewoodhoa.org had 46 visitors who looked at 86 pages during the period November 4 to December 11.
Treasurer Report, December 2011
Toni Horodysky, Treasurer ( )Reminder! Dues will be $265 per month effective January 2012.
[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]