February 2015 Newsletter of Edgewood Townehouse Association, Eugene, Oregon

F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405

February 2015

Open Forum Special Meeting: March 3, 2015
Next Regular Board Meeting: Tuesday, March 10, 2015
Next HOA Quarterly Meeting: April 28, 2015

(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per Bylaws)

By-The-Brook Book Group: Wednesday, March 11, 2015, 2:00 pm

Tuesday Afternoon Teatime:Tuesday, March 17, 2015, 3:00 pm

Contents:
Message from the Board: HOA
Special Board Meeting Minutes, January 21, 2015
Board Meeting Minutes for February 2015

                REPORTS
Website
Facility Report
Clubhouse Information
Privacy Policy
Treasurer
Monthly Banking Activities (Omitted)
No Announcements
No Hospitality Report

Editor: Vera Entwistle

MESSAGE FROM THE BOARD
FEBRUARY 2015

During the February Board Business Meeting, the Board prioritized goals that it would like to achieve in Fiscal Year 2015. Four important goals emerged.

The first goal on the Board’s agenda is to develop a fair and comprehensive procedure to systematically manage repairs when homeowners remove air conditioners. With the advance of energy efficient ductless heat pumps, many homeowners no longer need energy hungry air conditioners. When a homeowner makes the choice to remove their air conditioner, the hole in the wall must be addressed. Our goal is to have options and specifications for the homeowner to follow in closing those holes vacated by the air conditioners that complement the architecture and harmony of our community

The second goal regards the Clubhouse. The matter at hand is to have a serious review of the Clubhouse’s accessibility needs. For many of our homeowners and their guests, access inside of the building has many challenges. Most difficult is accessing the restrooms for persons in wheel chairs or walkers. Also, difficult for some homeowners and their guests is accessing the main floor where the pool table sits and most large meetings are held. Over the next few months, we will be working towards a review of these matters with a qualified company to assess what changes and modifications can be implemented to make the building more user-friendly. As we move forward with this review, more information will be posted in the FYI.

Our third goal is to review our Master Insurance Policy again. Three years ago, in 2012 we performed a thorough review of our Master Insurance Policy including the terms, conditions, and costs of deductibles and premiums.

And last, we have set an ambitious goal of reviewing all of our rules, and updating obsolete and/or inaccurate information. This project may be ongoing for next few years. So, please stay tuned.

Edgewood Townehouses have developed a reputation as a well-managed home owner association. Our success is because of your trust and support.

Bruce Trafton
President, Edgewood Townehouse Association ( )

EDGEWOOD TOWNHOUSE BOARD OF DIRECTORS BUSINESS MEETING
February 10th, 2015

Call to Order: The meeting was called to order at 6:30 p.m. Board members present were: Bruce Trafton, JoAnn Wilson, Linda Johnson, Michele Coney, Brian Entwistle, Jennifer Smith, Don Pasquali and Suzi Wojcik. Jolene Baron has been excused. Also excused was Frank Gaddini, ETA Director of Operations and Facilities.

The Board approved and accepted the minutes of the January 13th, 2015, Special Business Meeting.

Standing Reports:

Facility Report: No report

Treasures Report: Written report submitted

Website Coordinator: Written report submitted

Clubhouse Coordinator: No report

Swimming Pool: No report

Welcome Coordinator: No report

Hospitality Coordinator: No report

Old Business:

Update of Signage: The installation of signs to assist emergency responders will continue in the coming months.

Update of Buyer Seller Pamphlet: The preliminary pamphlet was used for a couple of open houses and received positive response. The pamphlet will be reviewed by the Board before it goes into production.

New Business:

Waivers: 16 WW – A request to park in guest spaces through February 28, 2015, was approved. 39 WW – A conditional 30-day approval to park in guest spaces was approved; thereafter, the homeowner(s) may park one vehicle in overflow parking through December 31, 2015.

Goal Setting: The Board finalized its goals for 2015. In order of priority, the goals are:

Clarify Architectural Review Process for new projects and create a process to systematically organize decision-making for air-conditioner removals

Review Clubhouse Accessibility to fulfill ADA rules

Review the ETA Master Insurance Policy

Review and update ETA Rules and disseminate a copy to all homeowners. It is anticipated this goal will take several years to complete.

3. The Board moved into Executive Session to discuss a privacy restricted matter.
Announcements:

A Board of Directors Special Business meeting will be held March 3rd, 2015, at 6:30 p.m. in the Clubhouse.

The next Board of Directors Business Meeting is March 10, 2015, at 6:30 in the Clubhouse.

Westbrook Way at Driveway 4 will be closed for one workday on a date to be announced to conduct Tree Reduction Pruning. Vehicles will be diverted to Brookside where the gate will be open, or to Willamette Street during the workday.

The meeting adjourned at 8:20 p.m.

Acting Secretary,
Brian Entwistle

Edgewood Townehouse Association Website, February 2015

Our website, www.edgewoodhoa.org had 58 visitors who looked at 121 pages during the period January 13 to February 7, 2015. - Toni Horodysky

EDGEWOOD TOWNHOUSE BOARD OF DIRECTORS SPECIAL BUSINESS MEETING
Preserve • Restore • Maintain
Wednesday, January 21, 2015

INFORMATIONAL MEETING ONLY
The meeting was an informational meeting only. Due to unforeseen circumstances, the meeting was posted only twenty-four (24) earlier instead of the required seventy-two (72) hours.
Call to Order: The informational meeting was called to order at 6:30 p.m. Board members present were: Bruce Trafton, Brian Entwistle, JoAnn Wilson, Don Pasquali, Linda Johnson, Michele Coney, and Jennifer Smith. Suzi Wojcik and Jolene Baron were excused. Also present was Frank Gaddini, ETA Director of Facilities and Operations.

1. Parking Waiver 16 WW Requests Permission to Park in Guest Spaces through Feb 28, 2015. Decision will be authorized at the next Monthly Business Meeting.

2. Parking Waiver 39 WW Requests Permission to Park in Guest Spaces through Dec 31, 2015. Decision will be considered at the next Monthly Business Meeting.

GOAL SETTING REVIEW
1. Reviewed the quantitative analysis of the Goal Setting Exercise.
The three goals ranked highest in prioritized ranking order were:
A. Clarify Architectural Review Process for new projects and create a process to systematically organize decision-making for air-conditioner removals.
B. Review Clubhouse Accessibility
C. Review the ETA Master Insurance Policy
No decisions to pursue any of the goals were made, but they will be considered after discussion at the next Monthly Business Meeting.

DEBRIEFING
Discussion ensued regarding the review and decision-making process on two former requests to perform substantive changes to the exterior of buildings. One case was the installation of windows where no windows existed, and the second was the installation of a window where an air conditioner had been removed.

The Board exchanged comments on what was believed to have run amiss and what changes to consider to improve the process and manage future requests for building modifications. Ideas that were expressed included:

An architectural elevation and/or topographical print be required at homeowners’ expense as well as full descriptive details about the proposed window installation including contractor and manufacturer specifications.

Requestor should speak with neighbors prior to submitting request.

After holding the Open Forum meeting (for thirty days’ notice) the Board should render its decision at the next regularly scheduled Business Meeting.

For processing air conditioner removals, prepare a Request Form to process and manage the request similar to skylight and heat pump replacements/installations.

Upon attorney’s advice:

(1) If an Architectural Committee is chosen the Board should be prepared to accept its decision or the Board should process the matter entirely, and no Architecture Committee should be formed – the Board is the Architectural Committee.

(2) When an air conditioner is to be removed, the “hole” belongs to the Edgewood Townehouse Association and the air conditioner itself belongs to the homeowner(s).

Notes submitted by JoAnn Wilson

FRANK L. GADDINI
Operations and Facility Maintenance Report
Review of the Month of January 2015

One would expect a time of quiet and tranquility in January. But, at Edgewood Townehouse, January 2014 was not a very quiet month.   Although we concluded most of our leaf blowing management program this month, we continued to hear the roar of power equipment, trucks, and workers through the end of a very busy month. Roof and gutter cleaning, sidewalk improvement projects, and groundwater management projects proceeded ahead.

By the 31st of the month, we cleaned roofs, gutters and applied moss deterrent to over two-thirds of our homes. As planned, we demolished and disposed nearly two-hundred-fifty (250) linear feet of sidewalk, and installed all new concrete.

We also performed and completed one-hundred-eleven (111) discrete jobs during January 2015. Our most notable work accomplishments this month included four (4) roof repairs, four (4) new gutter and downspout replacements, and the removal and disposal, replacement of two homeowner’s patio walls, and a number of groundwater management repair projects.

As we move into February 2015, we will be completing the next and last phase of our annual roof and gutter cleaning project for the homes along the eastern portion of Westbrook Way. The roof and gutter cleaning project is replete with complexity. The projects will always result in debris falling into the patio areas. I ask for your patience and understanding during this project. During the month, we will also be preparing for two upcoming Capital Improvement Projects. We will be making ready the site for our next foundation correction of the garage at 40 Brae Burn that is scheduled for the month of March, and we will also be organizing the Pool Fence Replacement Project in advance of the June Pool Opening.

We are off to a great start of restoration and repair projects scheduled for this year. I am looking forward to keeping our momentum energized for the next eleven months.

CLUBHOUSE RESERVATIONS

The Edgewood Townehouse Association is pleased to offer the Clubhouse to Association members. The Clubhouse is available for reservation between the hours of 9 AM and 9 PM daily on a, first-come, first-served basis. There is no cost to reserve the Clubhouse. A $50 refundable Cleaning/Damage Security Deposit is required for all Reservations. The Clubhouse Coordinator will shred and dispose your Cleaning/Security Deposit check after a safety, sanitation, and damage inspection of the facility has been conducted.

HOW TO RESERVE THE CLUBHOUSE

1. Check the Clubhouse Appointment Calendar the Clubhouse front door for schedule availability. If the date and time-range is available, write your name and the time-range on the calendar.
3. Read the Terms and Conditions for Reserving the Clubhouse below.
4. Complete and sign both sides of the Request for Clubhouse Reservation Club form.
5. Staple or Attach your $50 refundable check to the form made payable to the Edgewood Townehouse Association.
6. Place your completed form and $50 refundable* check in the Clubhouse Mail Slot located outside of the Front Door of the Clubhouse.

ETA PRIVACY POLICY

The Edgewood Townehouse Association of Eugene Oregon, referred to as the Association hereunder, is committed to the privacy and security of our association members. The Edgewood Townehouse Association Privacy Policy complies with the Privacy Act of 1974 under the United States Code.

Personal information collected by the Association is for the primary purpose of membership requirements and internal communiqués for safety, security, construction notices, HOD rates and collections, general association informational broadcasts, and emergency management and preparedness. Information collected on members will not be released, by the Association or any of its members, under any circumstances, for any form of commercial gain, personal gain, or any purposes exterior to the Association’s internal affairs and business.

The Association will collect the following information: Name, email address, lot/unit address, and telephone/contact number(s). We use this information for internal record keeping and to provide you better service, livability, and distribute Association information in a timely fashion. From time to time, we may also use your information to contact you by email, phone, or mail. We will not provide your information to non ETA persons or organization without your express written permission. We will never sell your information. Disclosure, misuse of the intended purpose of this information, or distribution to non-Association members without the expressed written consent of the Executive Officers of the Association’s Board of Directors is prohibited.

February 2015 Treasurer's report

The end of January saw another financially successful month here at ETA. This is due in no small part to your timely monthly dues remittances as well as Mother Nature giving us a warm and peaceful winter. The mild weather allowed us to jump right into our yearly cycle of major infrastructure replacement. We have complete this year's round of sidewalk    replacement as well as remit the full cost to our concrete contractor. In February we will see continued work on patio enclosures, yearly large tree pruning and roof maintenance. As we approach spring look for removal of dead or diseased trees. Stump removal should occur sometime in spring. I am happy to report that due our Board's wise budgeting choices our operating and reserve balances remain healthy while at the same time our common property is being revitalized and maintained.
Michele Coney, ETA Treasurer ( )

[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]

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