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

April 12, 2008

Important Dates:

General Membership Meeting: Tues, April 22, 7:30 pm
Information on 2008 Assessment, Reserve Study and more

Next Regular Board Meeting: Tues, May 13, 7 PM

Special Meeting: Tues, May. 20, 7 PM

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

Hospitality Activities:

Monthly Potluck: Sun, May. 4, 5 pm
Saturday Morning Social: May 10, 10:30 am
By-the-Brook Book Group: Wed, May 14, 2 pm

Contents:

Board Messages
Board Minutes
Manager's Reports
Committee Reports: Grounds; Property Management
Green Bananas
Association News

[Banking Activity and Proxy omitted]

Editor: Gloria Gehrman

A message from your Board of Directors:

Hello Neighbors,
We have been telling you for several months about the tough decisions facing our community due to our aging property and the inadequacy of current funds to proceed on a variety of maintenance projects.

Your 2008 Board has decided that it's time to get your support for moving us ahead.

First, a special assessment for 2008 to cover this year's painting and related problems of dry rot and siding replacement. We have had owners come to tell us about problems with the exteriors of their homes. The painting process for the last
couple of years has identified many additional areas in places we homeowners can not even see, resulting in larger than expected expenses for replacing damaged siding - rather than painting over it. These are expenses we should not defer.

Please read the accompanying letter for more details on this assessment and the vote required to approve it.

Second, the overall state of our property and long term planning. Homeowners' associations are now required by law to conduct a reserve study as part of developing an equitable and financially sound reserve fund to cover future maintenance obligations. Since the expertise is not readily available in ETA to assess the life expectancy of each of our commonly owned elements, the Board is looking at professional companies who can provide us with a reliable planning tool to put us on a fiscally sound foundation.

Please read the accompanying information, titled "Green Bananas," for more information about the need for such long range planning.

We know some of you may be hard to convince, while others have been waiting for the Board to do what they see as inevitable. We expect to see lots of you from both groups at the General Membership meeting on Tuesday, April 22, 7:30 pm.

Nick Musgrave, President
Gwen Acker
Gloria Gehrman
Bev Behrman
Larry Hilliard
Doug Cone
Barbara Kensler
Russ Fryburg
Michael Landes

Townehouses of Edgewood
95 Westbrook Way
Eugene, Oregon 97405

April 14, 2008

Dear ETA Owner:

At its monthly meeting on April 8, 2008, your Board of Directors voted unanimously to ask the Association members to approve a special assessment of $500 (five hundred dollars) per unit for the purpose of painting and replacement of associated dry rot during this summer. Your Board believes that it is important to continue this painting project which started three years ago. Our current financial situation requires that we ask you to approve this special assessment totaling $44,500 (89 x $500). Without these additional funds, painting will not occur this summer. The assessment would be payable in no more than two (2) installments of $250.

In accordance with Article IV of the ETA Covenants, Conditions, and Restrictions (CC&R's), the legal document that dictates how we do business, we are required to provide you with at least 30 days notice for the purpose of having a meeting to vote on a special assessment. Additionally, in order for the special assessment to be approved, the CC&R's require a quorum of 60% of all owners be represented in person or by proxy and that two-thirds (2/3) of those vote for the special assessment. In other words, 54 owners must cast a ballot in person or by proxy and of those 54, 36 owners must vote in favor of the assessment.

The Board will hold this special meeting on Tuesday, May 20, at 7:00 PM in the ETA Clubhouse. The sole item on the agenda will be to vote on this special assessment. We encourage you to be present at this meeting or to cast your vote by proxy, using the form attached. If you have any questions about this matter, you should contact a member of the Board.

Sincerely,
Nick Musgrave,
President, ETA

EDGEW000 TOWNEHOUSE ASSOCIATION
Meeting of the Board of Directors
April 8, 2008

The meeting was called to order at 7 p.m. by President Nick Musgrave. Those present included Board Members Nick Musgrave, Bev Behrman, Doug Cone, Russ Fryburg, Larry Hilliard, Barbara Kensler, Gloria Gehrman and Gwen Acker. Michael Landes was excused. Also in attendance were Wayne Baker, Dixie Mauer-Clemons, Toni Horodysky and Clara Nistler.

Manager's Report: Wayne Baker presented and answered questions about the Manager's Report (copy attached). Wayne reported that the gutter repair at 27WW is still pending; the deck repair at 124 BB has not yet been scheduled; and the drainage problem at 160 WW has been resolved.

Dixie Mauer-Clemons has contacted the LCC solar instructor, who actually installed the solar panels on the clubhouse. He indicates that the problem is very small if he can use the project as a trouble shooting project with his students there will be no cost for the repair. We will pay for the cost of materials only.

Minutes of Previous Board Meetings: The minutes of the March 11, 2008 meeting were approved as previously printed in the FYI.

Treasurer's Report: Doug Cone provided copies of the monthly treasurer's report (copy attached). An audit of homeowner accounts in arrears will be available at the next meeting.

Committee Reports: Gloria Gehrman, liaison with the Grounds Committee, provided copies of the committee report (copy attached).

Michael Landes, through President Nick Musgrave, reported for the Architectural/Building Committee, a request for modification of an exterior wall at 148 BB. This request and diagram have been posted in the clubhouse since March 20, 2008. Motion was made by Bev Behrman, seconded by Russ Fryburg and carried, to approve the request after the required 30 days of posting.

At present the Architectural/Building Committee is without a chairman. The committee is made up of Michael Landes, Mike Metzler and Doug Cone. Russ Fryburg volunteered to be on the committee as well.

Nancy Callaghan has volunteered to be a co-chair of the Pool Committee. Bev Behrman volunteered to be the other co-chair.

Nancy Callaghan, Chairman of Clubhouse Committee, has previously provided Board members with suggestions for payment to offset additional utilities and cleaning for use the clubhouse. These suggestions were considered. Larry Hilliard moved that no charges be made for use of the clubhouse by association members, Russ Fryburg seconded the motion. Motion carried.

Toni Horodysky reported that there is no report on review of insurance companies for ETA.

Barbara Kensler, chairman of Sub-Committee on Management Company reported that the committee is considering proposals of three companies and making comparisons. A recommendation is expected by the May Board Meeting.

Unfinished Business: Gwen Acker reported that concerns voiced by a homeowner at the last meeting have been resolved. Situations were taken care of as soon as homeowners were made aware by letter.

The repair of the boardwalk outside the clubhouse was discussed. No decision was reached.

Bev Behrman reported that flowers had been delivered to Barbara Greenley, Treasurer's Assistant, who has resigned for medical reasons.

Gwen Acker moved to rescind the Motion passed on March 11, 2008 requiring Wayne Baker to check all smoke alarms after making an appointment with each homeowner. She moved that instead the policy be adopted as follows: The FYI will provide periodic reminders that smoke alarms should be checked by homeowners to make certain that they are operating correctly. If anyone is unsure how to check his/her alarm, Wayne may be contacted and requested to check it for them. Bev Behrman and Barbara Kensler seconded the motion. Motion carried.

New Business: Bev spoke to the necessity of a Reserve Study. A motion was made by Bev Behrman that a committee be formed to look into a Reserve Study. Barbara Kensler seconded the motion. Motion carried. A committee was formed consisting of Larry Hilliard, Gloria Gehrman, Bev Behrman and Russ Fryburg.

Larry Hilliard moved to bring to the membership the need of a $500 Special Assessment. The special assessment is to continue with the painting cycle of our buildings and the repair of dry rot necessary prior to this year's painting. Russ Fryburg seconded the motion. The motion carried.

President Nick Musgrave advised the Board that after hour use of the clubhouse, which included leaving beer cans, has necessitated the rekeying of the dead bolt lock. Homeowners are reminded that after the clubhouse has been closed and dead bolted for the night, no one should be in the clubhouse.

The meeting was adjourned at 10 p.m.
Respectfully submitted,
Gwen Acker, Secretary

EDGEWOOD TOWNEHOUSES FACILITY MANAGER REPORT
April 8, 2008

I Updates & Progress

A. I am revisiting some Work orders placed on Hold for further evaluation, and OK from Building committee.
B. I am requesting that the remainder of Exterior repairs to #124 BB, be put on the" Summer Repair, and paint project'.
C. Creek Area, pruning and treatment continue, dry weather will help (soon I hope).
E. Solar Pool Heater, Dixie Mauer-Clemons report: roof and control repairs to proceed later this month.

II. On Going

1. Pressure washing walks finished, repeat process to begin again in April.
2. Building repairs request are being listed for building Committee evaluation and consideration.
3. Re-inspection and verification of "Non-Building" dry- rot underway, report forth corning.
4. I will have a resolution to several complaints of eroding dripping off roof gutters
5. "Prevent Maintenance Programs" suggestions.

a) Roof and vent inspection this year and every 3-5 years thereafter.
b) Driveway, and parking areas inspection and patch as needed.
c) Patch and repair walkways and sidewalks project, we are getting several bids with options of repair times, all at once, as needed, small section at a time. I will information in the May report.

Wayne F. Baker
Respectfully Submitted- ETA Facility Manager

ETA Dry Rot Inspection(S)

Originally Inspected in September 2007, Revisited March 2008. Mr. Mike Fleming assisted Wayne Baker ETA Facility Manager

  • Community Entrance Lighted sign, top and light fixture, dry rot, replacement needed.
  • WW #136 hand rail- second top rail and 6 ribs need replacing
  • Club House - Entrance walkway, 50% substructure need repair 20 planks on walk to replace. The handrail and cement support to Furnace room severely damaged. All the wood on Fence surrounding the Swimming pool various degrees of rot.
  • The Small Bridge over the Creek on the Westside, substructure 100% rotted, hand rails and ribs 75% gone.
  • The handrail next to walkway at BS path over Creek is stable, need to replace a few Ribs.
  • The handrail beginning at the Garage of 198 BB extending to the Mailboxes, are Dangerously in poor condition, could topple at anytime if pushed on.
  • Creek fence between #70-80BB Creek side 1- rail, and 17 ribs need replacing.
  • The rail along #170 needs 24 ribs, and 1-rail.
  • Picnic benches (3) - One total rotted, also need to replace 2-seat planks, and 2-cross plank supports.

ETA Facility Manager Cost Projects

Not all projects currently have associated Bid or cost. April 2008

See March Managers report for latest Resident Exterior Wall repair.
April ETA Managers report has the latest list of Non- Building Dry Rot repairs inspection.

  • Replace Entry Sign at Entrance, Electrical, and wood structure Bid- $580.00
  • Extensive walk way and sidewalk patch and repairs, approximately $ 40,000.00. This can be broken down and be a project over several years, and done on installments.
  • Gutter & Downspout replacement:
    WW#2 down spout front bedroom window
    WW#27- patio down spout Second story to ground
    WW#133- gutter loose, and some dry rot on right side, front porch crack patch
    WW#147- Patio garage side gutter & Downspout replacement, down spout left of window.
    BB#70- Downspout
  • Complete Roof Inspections! Vents, Flashings etc. River Roofing - $450.00
  • Average Annual Exterior Light Bulb usage-$560.00
  • Replacement Exterior Pole and wall mount fixtures-$44.00 each (4 on order, 4 need replace)
  • Paint for WW#5, garage door, # 2OBB gutter, # 128 Bridge walk, other backup paint as needed.
  • Downspout patch at base-WW#2,27,39,54,117(2),131,136,139,157,159,163&173(2).
    BB#10, 20,124,132,142,148.
  • Repair/Replace Chimney Cleanout Covers- WW#1,11, 35, 57, and 75,105,117,141,145,151

APRIL GROUNDS COMMITTEE REPORT

Overall Grounds Feedback from residents has been very positive. Aside from weekly duties, TruGreen continues to focus on specific areas to clear out unwanted vegetation.

TruGreen made their first application of crane fly/moss treatment in late March. A second treatment may be necessary in certain areas. TruGreen will be reseeding in the coming month(s) to guarantee grass growth by late May.

Jane Stenersen, TruGreen, will be providing the Grounds Committee with the bid for bark dust/mulch in the next few days. At this time, we do not have a cost estimate, however will present this to the Board for approval & review when it is received.

Clear View Tree Specialists continue to work on pruning the rhodies & azaleas. This will continue throughout the spring & well into the summer due to the growing cycles of the plants. They also have the list for individual owner requests & are working with the Grounds Committee on recommendations & resolution. The Grounds Committee appreciates the patience of the residents as we work through these requests in the coming months & as finances allow.

Property Management Subcommittee - April 9, 2008

The Property Management subcommittee has seen four companies present their offerings to us; two from Portland who specialize in Homeowner's Associations (HOA's) and two from Eugene, who do HOA's along with rental properties. We also had two people from Rockridge HOA (our neighbors up the hill) share with us what their journey has been in changing management companies.

Next these four companies will be narrowed down to three companies, who we feel best about. We will then be making a grid, which will outline their competitive costs for each service we may request. Any further questions we have of the companies will be asked as well. A decision will then be made by the subcommittee of which company to recommend to the Board. Then the recommendation will be made to the board once all preceding steps have been taken. The Board will then discuss it and decide if It agrees to present the idea to the membership. If agreed upon, the recommended company will return to present themselves to the entire membership for their perusal.

Barbara Kensler
Toni Horodysky
Clara Nistler
Michael Landes
Doug Cone
Bev Behrman
Helen Ligouri

Green Bananas
By Richard L. Thompson - www. Regenesis. net

A manager of a senior homeowner association once commented "We have to approach long range planning carefully around here. Many of our residents won't buy green bananas."

While it's understandable that some folks may not relate to long range planning for practical reasons, the truth is that Americans in general, regardless of age, live "in the now" and reluctantly engage in advance planning. This attitude is reinforced by the incredible abundance with which our country is blessed. There is also a pervading sense that no matter what happens, something or someone will be there to catch us if we fall. Bankruptcy laws are a case in point: If a personal or business plan doesn't work out, there is limited personal liability.

Homeowner associations are based on the premise that sharing common property makes the unaffordable affordable. The framework allows ownership of parks, pool, ponds and other expensive amenities that few homeowners alone could support. In common wall communities, individual owners turn over their exterior building maintenance duties to the association and agree to pay a fair share of the costs. Sharing such costs reduces costs to the individual IF proper planning and execution are involved.

Reserve funding is an issue that frequently causes associations to stumble. The premise of reserves is that money is set aside systematically to pay for big ticket items like roofing, painting and street maintenance. Since these repairs or replacement crop up infrequently, when they do, the costs are significant. If there has been no systematic accumulation of money to pay for them, guess what? Special Assessment Time! Special assessments are the product of poor planning. They penalize current owners who are unfortunate enough to live in the community when major costs come due. Prior owners skate on their obligations leaving current owners to hold the bag. Special assessments are particularly burdensome because they:

  • Put some owners in an immediate financial crisis,
  • May be uncollectible if an owner's equity is small,
  • Are always politically unwelcome and
  • Pressure the board to defer needed maintenance to avoid the turmoil.

Associations that fail to plan for major long range expenses typically do not handle day to day association business very well either. The two seem to go hand in hand. Those Associations typically keep fees unrealistically low and, by so doing, services are starved, maintenance lags and curb appeal suffers. Curb appeal directly impacts market value of the homes so in a real sense, owners are cuffing their own throats. There is a fundamental conflict of interest at work here: The long term financial and maintenance needs of the community conflict with the individual homeowner's short term desire to hang on to the money a.k.a. the Green Banana Syndrome. A homeowner living in a stand-alone home has the luxury or misfortune of doing business this way while a community association will fail miserably if it does. A reserve "philosophy" is a fundamental ingredient of association policy.

The best way to solidify that philosophy is with the adoption of a Reserves Resolution. This resolution reflects the desire of owners to do long range reserve planning and funding. Such a resolution curbs the impulses of some boards "to raid the cookie jar' by misspending reserve money or failing to add to reserves when the plan clearly calls for it. A Reserves Resolution is a critical step toward proper care of the community.

Consider the negative effects of Green Banana thinking on your assets. If such is the case in your community, be aware that you are on a slowly sinking ship and need to take action before it's too late.

Association News

Building Project Requests:
According to our rules, specifically Article V (Architectural Control) of the CC&R's, all plans and specifications for additions, alterations, or changes to the common elements need to be approved "as to harmony of external design and location in relation to surrounding structures and topography..." This approval is achieved through submission to the Architectural (Building) Committee. A written request should include the nature, kind, shape, height, color, materials and location of the project. Notice of all requests need to be given to the membership not less than thirty days prior to the Board taking action. Requests will be posted on the bulletin board in the Clubhouse to satisfy this notification requirement.

The Committee will submit its recommendation to the Board for its consideration before work can commence. Please submit your requests, addressed to the Architecture (Building) Committee, through the mail slot at the Clubhouse. The current members of the Architecture (Building) Committee are Michael Landes, Mike Metzler, Doug Cone, and Russ Fryburg.

Pool Committee:
Bev Behrman has joined Nancy Callaghan in co-chairing our pool committee. Just in time for working with Wayne to get our pool chairs, not to mention the ducks, all in a row.

Special Events Parking:
Estate sales always draw more cars than we can handle. Our recent experience is a reminder to all of us to make special parking arrangements when we plan a garage or estate sale, big party, or sizable meeting.

Since Westbrook and our garage areas are fire lanes, only the designated parking spaces should be used. If you can tell participants, post signs, or have someone direct traffic, this will be helpful to neighbors trying to enter or leave-and in any emergency situation. Please let Wayne know ahead of time of such an event.

Garbage In, Garbage Out:
A reminder that all garbage/recycling containers are to be returned to the garage as soon as possible after pickup. If you are going to be gone, please arrange with a neighbor to bring in your containers.

Several neighbors have noticed alien garbage in their containers. Please contact Sanipac for a larger bin if you do not have sufficient space to dispose of your trash.

No Games:
Due to poor turnout, there will be no Game Night this month. If you are still interested in having one, please contact Toni Horodysky to suggest a better time.

Document Hide & Seek:
Have you served ETA as an officer or committee chair? Have you accumulated files that are part of the history of our organization? If you know or suspect they are not duplicates or available in the office files, please contact Board Secretary, Gwen Acker.

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

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