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

November 2015

Upcoming Events

Clubhouse Holiday Decorating Party Saturday, November 28, 2015, in the Clubhouse beginning at 10 AM

Next Regular Board Meeting: Tuesday, December 8, 2015, 6.30pm in the Clubhouse

By-The-Brook Book Group: Wednesday, December 9, 2PM

Tuesday Afternoon Teatime:Cancelled for December

Holiday "Potluck and White Elephant Gift Party": Sunday, December 20, 2015 at 6:30 PM

Next HOA Quarterly  Meeting: Tuesday, January 26, 2016, 7 PM

Contents:
Message from the HOA Board
Board Meeting Minutes
Annual Business Meeting Minutes
Facilities Report
Treasurer Report
Website Report
Clubhouse Report
Things to Know
Banking Report (Omitted)

Editor: ETA Guest

MESSAGE FROM THE BOARD
Preserve, Restore, Maintain
Robert Bruce Trafton, President, Edgewood Townehouse Association

Fellow Homeowners

At the October 10, 2015 Board Business Meeting the Board decided to increase dues by 3.7% for Fiscal Year 2016.  Beginning on January 1, 2016 monthly dues will increase to $308 per month.

The Board also decided to sell the private property, commonly known as 87 Westbrook Way; Eugene, Oregon; 97405, for the purpose of fully funding the repair of foundations of townhouses at 10, 20, 30, 40 Brae Burn Drive, and place any unencumbered repair money resulting from the sale into the Reserve Fund.

The property, 87 Westbrook Way, is designated as a private property owned by the Edgewood Townehouse Association. It was conveyed [given] to the Association on March 3, 1977, by Breeden Bros., Inc, the contractors who constructed Edgewood Townehouses. It was originally assigned as a manager’s quarters, and served as part of the manager’s compensation.  In 2009, after the Association hired a part-time professional manager, the property became a private residential rental unit and was rented on an annual lease basis.

After reviewing the matter with our legal counsel and our title company, we learned the proper procedure to sell the property. We learned was that the property is not common area. "Common area" as defined in the CCR, “shall mean all real property owned by the Association for the common use and enjoyment of the owners…” (Article I, Section 4) such as the roads, walkways, grounds and open spaces, swimming pool, and clubhouse. 87 Westbrook Way is a “private residence” originally owned by Breeden Brothers and given to the Association by trust deed as a “private residence”.

Inasmuch as the property is owned by the Association, The Board of Directors is charged with the responsibility to exercise discretion “deemed to be in the collective interest of the members”.  The Association, acting through its board of directors, has the authority to sell 87 Westbrook Way as a “private residence”, owned by the Association.

The procedure for moving forward with the sale of the property is a resolution of the board of directors, adopted by a majority of the board.  After considering options, opportunities, and discussing alternate funding sources, the Board decided on selling 87 Westbrook Way at the October 10, 2015 Board Business Meeting.  The Association, owner of 87 Westbrook Way, acting through its board of directors, has the responsibility to sell the property. 

Responsible to our fiducial duty to maintain safe, sound, marketable, and quality property; and motivated by 1) the opportunity to relieve our management responsibility of 87 Westbrook Way, 2) gain another assessment paying homeowner, 3) fully fund the repair of 10, 20, 30, 40 Brae Burn foundation, and 4) enhance our Reserve Fund, the Board is unanimous in moving forward with this plan.

Arguably, in any community, though, there is an opportunity for competing arguments and viewpoints.  In sensitivity to and consideration of those perspectives, the Board will evaluate any written comments on the matter of the sale of 87 Westbrook Way.  If there are concerns or consensus, please submit those views, in writing, to the Board of Directors on or before Monday, December 21, 2015.  Written comments can be placed in the Clubhouse Mail Slot or emailed to: ( __ )

EDGEWOOD TOWNHOUSE ASSOCIATION
BOARD OF DIRECTORS BUSINESS MEETING     
To Preserve, Restore and Maintain

Call to Order: The meeting was called to order November 10, 2015 at 6:30 p.m. Board members present were: Bruce Trafton, Brian Entwistle, Linda Johnson, Don Pasquali, Jennifer Smith, Michele Coney, and JoAnn Wilson. Jolene Baron and Michael Maulding were excused. Also present was Frank Gaddini, ETA Director of Operations and Facilities.

Approval of Minutes: The Board approved and accepted the minutes of October 13, 2015.

Standing Reports:

  1. Facility Report: Submitted
  2. Treasurers Report: Submitted
  3. Website Coordinator: Submitted
  4. Clubhouse Coordinator: Pending
  5. Swimming Pool - Closed
  6. Welcome Coordinator: Seeking a new volunteer.
  7. Hospitality Coordinator: Seeking a new volunteer.

Old Business:

  1. ADA Clubhouse Accessibility Update: In progress
  2. Rule Review: The Board finalized the following: Pet Rules and Clubhouse Reservations. They will be published in the FYI and posted on the ETA website.
  3. Review of Reservation Coordination Duties: Finalized

New Business:

  1. Waivers: Request to rent __ for one year, to begin no earlier than November 22, 2015. Approved.
  2. Processing the Redesignation Status of 87 WW. Upon attorney’s advice, 87 WW is deeded, not common property, and therefore the Board may sell the property without the assent of ETA homeowners. The Board unanimously approved the motion to sell the property at its October 13, 2015, business meeting. An informational letter will be mailed to all homeowners.
  3. Rental Agreement for 87 WW and Rental Rate: Effective January 1, 2016, the rental agreement will be month-to-month and the rental rate will remain $__ /month.
  4. New Bookkeeper Relationship: A new bookkeeper has been contracted through AccounTemps effective November 6, 2015.
  5. Resignation of Board Member: Brian Entwistle resigned. He is relocating to Taiwan. Christine Donahue has been appointed to serve the remainder of his term.
  6. Executive Session

Announcements:

  1. Holiday Decorating, Saturday, November 28, 2015, in the Clubhouse beginning at 10 AM
  2. The next Board of Directors Business Meeting: Tuesday, December 8, 2015, in the Clubhouse at 6:30 PM
  3. Edgewood Townehouse Association Holiday Party, Sunday, December 20, 2015, in the Clubhouse

The meeting adjourned at 8:24 PM

JoAnn Wilson
Secretary for the Edgewood Townehouse Association

OCTOBER’S FACILITY REPORT
Frank L. Gaddini

Looking back over last month, October 2015, was another month of restoration projects for our Irrigation System.  We re-engineered and rebuilt about 60 feet of irrigation main  and zone piping at the North Creek Walkway and Driveway 10.  While performing these repairs, we had the opportunity to add new low wattage sidewalk safety lighting.  Another major restoration project was the replacement of exterior siding in the patio of 79 Westbrook Way.

The weather for most of the month was dry and mild; however, when it rained, it poured! This summer’s extreme heat, dryness, and ultraviolet exposure affected some of the rubber seals on the plumbing vent pipes on our roofs.  We replaced the plumbing vent pipe seals on five roofs this month. 

One job stands out this month.  It was the repair of the domestic water supply pipe at 11 Westbrook Way.  Underground, a tiny slit in the water supply piping may have been leaking for months.  We contracted with a specialty company that detects underground leaks using helium gas.  Once pinpointed, our contract labor excavated the site for journeymen plumbers to affect the repair of the pipe.

Most of our grounds maintenance focused on leaf collection and disposal this month.  We also mowed through rough areas overgrown with ivy along Brae Burn Drive.  While performing these jobs we encountered three enormous yellow jacket hives.  One of our contract labors was stung several times in the head and face while working along Brae Burn Drive and was taken to Urgent Care.  A pest management contractor abated this yellow jacket/wasp hive, as well as two other hives on the Westbrook Way corridor.

The month also saw a small fire on the patio wall of 185 Westbrook Way.  It is believed the fence ignited due to a spotlight lamp that was too close to the patio fence.  The heat from the lamp radiated deep into the wood drying it to the point of spontaneous combustion.  No one was injured, and the fence will be repaired.

During the month, we tracked, recorded, and completed fifty-five (55) maintenance and grounds jobs.  From the first day of this year through the month of October we have recorded and completed nine-hundred-fifty-eight (958) jobs to date.

TREASURER’S REPORT
October was another busy month for our team fulfilling our mission statement to Preserve, Restore and Maintain. In October we made the final payment on the new pool safety fence, the foundation repair of the creek side garage, and several unplanned but needed repairs or replacements of two roofs and two garage doors. As of October 31 we are fully paid up with all of our non recurring expenditures as well as the usual monthly expenditures. A look ahead to November's expenditures shows a welcome light draw on our cash flow for November.  

Last week we welcomed a new Bookkeeper to ETA. Ada comes to us highly qualified and eager to fit into our team. As a certified instructor of QuickBooks, we look forward to her input on our existing accounting system. She will continue with our scheduled twice monthly bookkeeper visits. 
Please note that the HOA dues starting January 2016 will increase 3.70% to $308.00 a month. As always, dues are due the first of each month. Some of our Homeowners have noticed that there is a time delay between the first of the month and when your checks are cleared by your bank. This is the result of when our bookkeeper visit is scheduled. Regardless, receiving your dues payments on or near the first of the month, allow your volunteer Treasurer time to process the checks before the bookkeeper visit. 

Thank you again to all of our homeowners who consistently remit their dues and a second thank you to all Homeowners that have their dues into the office within a few days of the first of each month.  

Michele Coney, Treasurer for the Edgewood Townehouse Association ( )        

WEBSITE REPORT
During the period October 14, to November 6, 2015, our website, www.edgewoodhoa.org had 61 visitors who looked at 100 pages

Toni Horodysky, Webmaster for Edgewood Townehouse Association

CLUBHOUSE REPORT
Help Decorate the Clubhouse

Come join us on Saturday, November 28th to decorate our Clubhouse for the holiday season. We’d love to have your help.   Meet us at 10 AM.

We will put up lights outside and a tree and a few other decorations inside. We’ll also have a few refreshments. There’s no game that day so there’s no reason to miss out on the fun.

Hope to see you on the Saturday after Thanksgiving!

Bev Day, Clubhouse Coordinator

EDGEWOOD TOWNEHOUSE ASSOCIATION ANNUAL BUSINESS MEETING MINUTES
To Preserve, Restore, and Maintain

The 2015 Annual Business Meeting was held October 27, 2015, at the Clubhouse.  Board members present were: Bruce Trafton, Jolene Baron, Michele Coney, Brian Entwistle, Linda Johnson, Don Pasquali, Jennifer Smith and JoAnn Wilson. Also present was Frank Gaddini, ETA Director of Operations and Facilities. There was a record turnout of homeowners, well more than the one-third quorum required for the election of new Board members.

1. Opening Comments: President Bruce Trafton reviewed the major 2015 accomplishments up to date.

2. Old Business: None

3. New Business

•  New Members Introduction

•  Nomination and Election of FY 2016 Board of Directors: With no nominations from the floor, a motion was made, seconded, and approved to elect the following incumbent Board members for another term: Linda Johnson, Mike Maulding, and Jennifer Smith.

•  Topics from the Floor: Homeowner questions focused upon the Board decision to sell the common property, 87 Westbrook Way, for the purpose of fully funding the repair of foundations of townhouses at 10, 20, 30, 40 Brae Burn Drive, and place any unencumbered repair money resulting from the sale into the Reserve Fund. A change in the CC&Rs, Amendment 7, may be required to move forward with re-designating 87 Westbrook Way from Manager’s Quarters to private townhouse dwelling. This may require approval of a supermajority of homeowners. After re-designation of 87 Westbrook Way to private townhouse dwelling, approval by a supermajority of homeowners may be required in order to place the property on the real estate market.

[NOTE: After the Annual Business Meeting, the Board scheduled a review with legal counsel and title search regarding this matter. The outcomes of these meetings are clarified and presented in this month’s edition of Message from the Board.]

Meeting adjourned at 8:40 p.m.

The attendees enjoyed refreshments and conversation at the close of business.

JoAnn Wilson, Secretary for the Edgewood Townehouse Association     

3 THINGS TO KNOW, LEARN, AND REMEMBER IN NOVEMBER:

1. Volunteers Needed

Two critical volunteer coordinator positions are open and available for homeowners with an interest in serving the Association.  The first volunteer position is known as our Hospitality Coordinator.  The Hospitality Coordinator requires an average of three (3) hours per month of volunteer service.  The Hospitality Coordinator plans, organizes, and presents refreshments at each of the Quarterly Meetings (the fourth Tuesday of January, April, and July, as well and the Annual Business Meeting (the fourth Tuesday of October).  The Hospitality Coordinator also plans, organizes, and presents the Winter Holiday and Christmas Season Celebration at the Clubhouse, and also a Summer Season Potluck Barbeque.

The second volunteer position is overseeing our tradition of welcoming and introducing new homeowners to the community.  The Welcome Coordinator requires an average of one (1) hour per month of volunteer service.  The Welcome Coordinator prepares a Welcome Basket of small useful gifts to be presented to our new homeowners.   The Welcome Coordinator delivers the Welcome Basket and additional Association information to the new homeowners.

If you are interested in serving in either of these volunteer positions, please contact Bruce Trafton at ( __ )

2. Pet Rules, Edgewood Townehouse Association

1. Pet owners are to be compliant with the City of Eugene, and Lane County, Edgewood Townehouse Association pet rules.
2. All dogs must be leashed.
3. Dog owners are required to clean up after their pets.

Board of Director Approved November 10, 2015

3. Clubhouse Reservation Procedure

General Information
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. Damages, additional cleaning, and/or excessive trash removal by the Clubhouse Coordinator or staff will be deducted from the homeowner’s Cleaning/Damage Security Deposit.  Reservations for the clubhouse are processed through the Clubhouse Coordinator.  Contact the Clubhouse Coordinator for any questions including but not limited to occupancy limits, parking and recurring events.  A homeowner sponsoring regularly recurring events must make special arrangements with the Clubhouse Coordinator and have approval of the Board of Directors.  Disputes arising over reserving the Clubhouse, reoccurring events, Cleaning/Damage Security Deposits, or additional damage and cleaning costs will be reviewed by the Board of Directors.  The Board’s decisions are final.  Please read the Terms and Conditions for Clubhouse Reservation and then complete the Request for Clubhouse Reservation form.

Process for Reservation
  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.
  2. Read the Terms and Conditions for Reserving the Clubhouse below.
  3. Complete and sign both sides of the Request for Clubhouse Reservation Club form.
  4. Staple or Attach your $50 refundable check to the form made payable to the Edgewood Townehouse Association.
  5. Place your completed form and $50 refundable* check in the Clubhouse Mail Slot located outside of the Front Door of the Clubhouse.

Terms and Conditions for Clubhouse Reservations

  1. The Clubhouse must be maintained in a clean, sanitary, safe, and orderly condition or the $50 Cleaning/Security Deposit will be forfeited. Any damage or cleanup costs in excess of the $50 Cleaning/Security Deposit will be assessed to the homeowner. The homeowner will not be permitted to reserve the Clubhouse until all costs are paid in full.
  2. The homeowner hosting the event must be in attendance and present at all times to ensure safety and sanitation, that all rules are followed, and care is taken with the facilities.
  3. The Clubhouse may not be used for commercial activity. Entrance fees, fundraising, or sales of any kind are prohibited.
  4. The Swimming Pool or Pool Deck cannot be reserved.
  5. Music must be confined to the clubhouse. Amplified music may not be used. Quiet hours begin at 9:00 PM.
  6. Guests attending a Clubhouse function must park their vehicles in designated guest parking spaces. No parking is permitted along the curbs of Westbrook Way and parking must not impede access and egress along the roadway. For large gatherings, the homeowner is responsible for providing someone to direct parking.
  7. All trash and recyclable materials generated by the event must be removed and properly disposed by the homeowner.
  8. Smoking is prohibited inside the facility and on patio areas. To prevent induction into the facility, smoking is prohibited outside within twenty feet of all doors and windows.
  9. Removal of any Clubhouse decor or property is prohibited.
  10. Do not use confetti-type decoration. Do not affix balloons, signs, and other décor to the walls with thumbtacks – use easily removable tape.
  11. A wall switch near the kitchen activates the gas fireplace. Do not burn or place trash of any kind in the gas fireplace.
  12. Association business activities may require staff or workers to temporarily enter the Clubhouse during reserved time.

Homeowner “After Event” Check List for Clubhouse and Kitchen Use

  1. Clean all appliances, including oven, refrigerator, coffee pots, and food preparation utensils.
  2. Sanitize all dishware and glassware unpack dishwasher, and return all dishware, glassware and utensils to cupboards.
  3. Clean all countertops in kitchen.
  4. Sweep and damp mop the kitchen floor.
  5. Return folding tables and chairs to their storage spaces.
  6. Vacuum all rugs.
  7. Return pool cue sticks to the wall rack and pool balls are in the pool table pockets.
  8. Check bathrooms for cleanliness and orderliness.
  9. Ensure that the Gas Fireplace switch is turned “OFF.”
  10. Reset the Thermostat.
  11. Turn off all lights.
  12. Remove all Trash and recycling.
  13. Close and lock all doors and windows.
  14. Notify the Clubhouse Coordinator that the event has concluded.

CLUBHOUSE BROWSING LIBRARY REPORT
Ad Hoc Committee, Weeding, sorting, signing of book collection

Marge McDaniel saw the need to spiff up the Clubhouse “library” and enlisted the help of retired librarian, Gloria Gehrman.  These are the steps that were accomplished:

  1. Marge contacted Clubhouse Coordinator, Bev Day, to review the project.
  2. Marge and Gloria met at the clubhouse to empty, dust, sort, etc. the collection of books and extraneous stuff accumulated on the shelves.  Items were set aside to discard based on:
    1. Age
    2. Condition
    3. Readability (rather than curiosity of books, e.g. history published 100+ years ago)
    4. Non-book
    5. Duplication
  3. Remaining books were sorted into three categories and placed on shelves, leaving the bottom shelves empty for ease of browsing by people with old knees and backs.
    1. Mysteries, Suspense, Thrillers  (3 shelves)
    2. Other Fiction   (3 shelves)
    3. Non-Fiction   (1 shelf)
  4. Discards were placed in boxes on the floor with signs indicating what they were, and an email sent to inform readers that they were there for adoption for about 10 days, when they would be donated to St. Vinny’s.
  5. Signs were made for the shelves, indicating the categories above.
  6. Marge disposed of the discards in the manner indicated.
  7. This report is being made, so that ETA residents can be informed, through the FYI, of the status of our browsing library.
  8. Ad Hoc Committee disbanded with mutual back patting.

Respectfully submitted,

Marge McDaniel mrmcd153@aol.com & Gloria Gehrman ggehrman@comcast.net

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

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