F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405July 12, 2008
Important Dates:
General Membership Meeting: Meet Our New Manager
Tues, Jan. 27, 7:30 pmNext Regular Board Meeting: Tues, Aug. 12, 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, Aug. 3, 5 pm
Saturday Morning Social: Aug. 9, 10:30 am
By-the-Brook Book Group: Wed, Aug. 13, 2 pmContents:
Board Message
Association News
Board Minutes: 7/3 & 7/8
Committee Reports: Grounds
Manager's Report
[Banking Activity, Quarterly P & L, Work Order form omitted]Editor: Gloria Gehrman
Board message:
Help Us Welcome Our New Maintenance Manager!
The Board has entered into an agreement with Frank Bocci, Jr. to serve as our Maintenance Manager. He began working on Thursday, the 10th. He will live in the Manager's residence after Wayne moves out on August 11th and will manage all association maintenance matters for us in a 20-hour work week.
Wayne's last day was July 11, 2008. Although he will be remaining in the residence for the next month, he will not be working for us. Thanks, Wayne, for the courtesy you always showed us and the work you did for the well-being of our community.
Frank comes to us after having served in the same kind of capacity for the past year with Highlands Condominium Association, south of us. There he is an owner who, while serving on the Board, decided that he would help the community more by stepping off the Board and taking on the Manager position. The people of Highlands speak highly of Frank. He has served them well in the past year. In addition, Frank's background is as a lawyer. He is willing and able to work with us, and we are excited to have him.
There is much to be done this summer in few hours. The first priority is the dry rot repair, siding replacement, and painting, for which we paid our assessments. There are other projects finishing off, like the clubhouse water heaters. And the Grounds Committee has run into some issues with our landscaping service. (See report in this issue) It is important that all new requests for work should be submitted to Frank in writing (A revised form is included in this issue.) If you have any doubts about a previously submitted work request, please resubmit your request, so nothing is overlooked. We want to have a good sense of the outstanding things to be done, for purposes of prioritizing how to approach the work of the association. A board member will be working with Frank to set priorities for both time and money the rest of this year and to help plan for our next year's budget requirements.
There will be changes for us with this managerial change. First of all, since Frank will only be with us 20 hours a week, not full time, that means that we cannot inundate him with everything at the outset. Whatever your needs are, they will be attended to in an expeditious way that meets the demands of the Maintenance Manager job and the urgency of the matter. We are hopeful that we will ultimately have a more smoothly running operation once the initial training, clarifications, strategies, and systems are in place.
From Saturday, July 12, this is the phone number to use for those issues requiring immediate attention: [ ]. Put this number on your refrigerator or wherever you post emergency numbers, because Frank is who you will call in the event of an emergency.
The General Membership meeting is coming up on July 22. This will be your opportunity to meet Frank (pictured here in lawyer mode), ask questions and pose burning issues, and otherwise get caught up with the goings on in your Association.
The Board will keep you informed of Frank's responsibilities as we proceed. Frank will attend meetings, as well as meeting everyone as quickly as possible. Please welcome him warmly and share the Board's anxious anticipation of a good situation for us all.
Your Edgewood Townehouse Association Board
Association News
New Grounds Committee Chairperson:
Bruce Trafton has volunteered to be the new Chairperson for the Grounds Committee, pending confirmation at next month's Board meeting. Thanks Bruce!! Bruce has recently put in a major amount of time setting and documenting the irrigation system and will be a great help to our new manager as he learns the system. What would we do without our committed volunteers?Please continue to use the Grounds/Maintenance Work Request Form (see forms below) and place in the mail slot at the clubhouse. Our new manager will keep an ongoing list of all requests and facilitate their resolution.
Joan and Susan, outgoing Grounds Co-Chairs, wish to thank the Grounds Committee and ETA residents for all of your help and patience as we've worked to beautify the ETA grounds. Please see the Grounds Committee Report - July 2008, attached to the July Board meeting minutes below, detailing the status of ongoing grounds projects.
Susan SmithArchitecture/Buildings Committee Assessment:
This Committee, chaired by Toni Horodysky, has been walking through the community and assessing the condition of buildings still unpainted as well as those having significant dry-rot damage requiring siding replacement. Priorities will be set for spending the special assessment of $44,500: those most in need of repair and refurbishment.Our new Manager will be assisting in finding appropriate contractors to do both parts of the work: carpentry and painting. He will also be supervising the contracts once they are approved by the Board.
A special board meeting will be held on July 15 to hear the Committee and Manager's recommendations and get this project moving towards completion during this critical time.
Arrivals and Departures:
Soon to be moving into [ ] are Ingrid Wendt and Ralph Salisbury. Our public library has 10 books listed for each of these two writers. Watch for their arrival and say welcome back.Arrivals and Departures will be featured regularly as news of our present and former neighbors becomes known. Please notify the FYI editor as you become aware of news of note.
EDGEWOOD TOWNEHOUSE ASSOCIATION
Minutes of Special Meeting of the Board of Directors
July 3, 2008This special meeting was called, as allowed in the CC&R's, by two Board Members, Barbara Kensler and Bev Behrman, to consider the recommendation of the Sub-Committee on Property Management.
The meeting was called to order at 9 a.m. by President Nick Musgrave. Also attending were Michael Landes, Barbara Kensler, Gloria Gehrman, Gwen Acker, Bev Behrman and Toni Horodysky.
It was moved by Barbara Kensler that the Edgewood Townehouse Association enter into negotiations for an employment agreement with Mr. Frank Bocci Jr. for the position of Facilities Maintenance Specialist, provisions of which shall be subject to approval of the ETA Board prior to execution. Bev Behrman seconded the motion. The motion carried by unanimous vote.
Bev Behrman and Michael Landes will construct a contract to offer to Mr. Bocci after Board approval.
It was moved by Barbara Kensler that Bev Behrman be the Board's liaison to Mr. Bocci for the trial period of 4 to 6 months. Although she will be the Board's voice to Mr. Bocci she will take her direction from the Board. Michael Landes seconded the motion. The motion was carried by unanimous vote.
The Board wishes to thank those who served so diligently on the Sub-Committee on Property Management: Barbara Kensler, Doug Cone, Gloria Gehrman, Larry Hilliard, Michael Landes, Clara Nistler, Toni Horodysky, Bev Behrman and Russ Fryburg.
The meeting was adjourned at 11 a.m.
Respectfully submitted,Gwen Acker, Secretary
EDGEWOOD TOWNEHOUSE ASSOCIATION
Meeting of the Board of Directors
July 8, 2008The meeting was called to order at 7 p.m. by President Nick Musgrave. Those present included Board Members Nick Musgrave, Russ Fryburg, Larry Hilliard, Michael Landes, Gloria Gehrman, Doug Cone, Bev Behrman, and Gwen Acker. Barbara Kensler was excused. Also in attendance were Susan Smith, Joan Fulton, Toni Horodysky and Nancy Callaghan, Bruce Trafton, Frank Bocci, Jr. and Wayne Baker.
Members Forum: Members present were offered the opportunity to make three minute presentations to the board.
Manager's Report: Wayne Baker presented his report, which had previously been provided to board members. See copy attached.
Minutes of the June 10, 2008 meeting were approved as previously published. The minutes of the special board meeting of July 3, 2008 were approved with the correction that Gloria Gehrman was not a member of the Sub-Committee on Property Management.
Upon motion by Larry Hilliard and seconded by Gwen Acker, the request of the homeowner at 124 Brae Burn that the work on her patio area be completed to the specifications of Article 5 of the CC&R's at her expense with ETA reimbursing her up to $500 for the work for which ETA is responsible. The motion carried. The work will be inspected by Frank Bocci, Jr. and Toni Horodysky, the Building Committee chairman.
Committee Reports:
Nancy Callaghan reported for the Clubhouse and Pool Committees. Some residents who have not signed and returned the Pool Use Form have been using the pool. The form was previously provided in the FYI, copies of which are in the clubhouse. The form must be signed prior to use of the pool. The mechanical closer on the front door of the clubhouse will be replaced this week.
Grounds Committee: Susan Smith reported. Joan Fulton offered further information. A copy of that report is attached. The landscape provider has changed ownership and problems are being worked on.
Larry Hilliard stated that he has been in contact with the City of Eugene and has been advised that the area between our wall on Willamette Street and the street are the responsibility of ETA, with the exception of the trees, which are the responsibility of the City of Eugene.
Treasurer's Report: A copy of the report is attached.
Building Committee: Toni Horodysky reported. The vent for the pool and hot water heaters will be installed by Marshall's this week. Emerald Pool will then be sent a demand letter for reimbursement. Toni and her committee have not completed all inspections necessary to determine which siding replacement and painting will be completed this year. This must be completed prior to awarding of contracts for the replacement of siding and for painting. Larry Hilliard moved that a special meeting be held at 7 p.m. on July 15, 2008 for the sole purpose of addressing these needs. Bev Behrman seconded the motion. The motion carried. Larry will contact Larry the Happy Painter, who has painted for ETA for the past two years to see if they are available this year.
Brae Burn Creek Committee: It was decided that the committee will not be disbanded until final inspection and payment is made for the lower bridge.
Management Company Search: Bev Behrman reported that Angie Bagby of Barker Martin Law Firm in Portland, OR has reviewed and returned with suggestions the proposed contract to be negotiated with Frank Bocci, Jr. at 10 a.m. on July 9, 2008. Motion was made by Bev Behrman that ETA approve the expenditure not to exceed $600 for the review of this document by Attorney Bagby. Larry Hilliard seconded the motion. Motion carried.
Larry Hilliard moved that Nick Musgrave be granted the authority to enter into a contract with Frank Bocci, Jr. upon the parameters previously decided upon by the board. Michael Landes seconded the motion. Motion carried.
Reserve Study Committee: Gloria Gehrman reported that Dan Huntley has now made two trips to our community and will have a draft of the reserve study to ETA within two weeks.
Insurance Company Search Committee: Toni Horodysky reported that this committee is in limbo at this time.
Gwen Acker reported that legal documents have not yet been served on the homeowner who is severely in arrears.
Michael Landes reported that the work on 185 WW has commenced. He showed pictures which documented the problems which became apparent when the siding was removed.
New Business: Nick noted the General Membership meeting to be held at 7:30 p.m. on July 22, 2008. He also advised that TruGreen, ETA landscape contractor, has made the offer to host a barbeque for ETA. No action was taken on this offer.
The meeting was adjourned at 8:50 p.m.
Respectfully submitted,
Gwen Acker
Grounds Committee Report - July 2008
It's been a challenging couple months for the Grounds Committee. TruGreen went through a major managerial change (both regional and local) at the same time ETA did. During that time, there was confusion as to our contract requirements, which caused a decrease in our service. At the recent quarterly audit, TruGreen promised to correct that. Our new Eugene-based manager is David Chalukian.
Projects
Clearview (arborists)
Trimmed rhodies and azaleas and took care of a majority of home-owner requests (tree trimming, tree removal, pruning). Clearview returns July 24 to complete the requests and continue pruning rhodies & azaleas.TruGreen
Drainage Drains were installed at 87WW (clubhouse/manager's house area) and 80-100 BB. Other drainage issues will be addressed as funding permits.Irrigation Various repairs have been accomplished and others are in process. Junipers were removed by the WW entrance to facilitate repair of a major teak in the area. We appreciate the feedback and patience from ETA members as we get the irrigation fixed and regulated properly.
Beautification Weeds were removed and bark mulch applied in the curb area in front of 57WW-61WW. Tree stumps in front of 110 WW are to be filled in and ivy planted the week of July 7th..
EWEB TruGreen recommended our getting a water audit from EWEB. EWEB measured our grounds, noted the various types of vegetation on site, then applied the data to a formula that compared the measurements with our bills from years past. Our usage was within normal limits - a water audit is not necessary at this time.
Grounds Committee Chairperson needed
After we (Susan & Joan, Grounds Co-Chairs.) transfer grounds information to the new ETA manager and the new TruGreen manager, we will be turning over our positions to the Board to be filled. Chairmanship of the Grounds Committee needs to return to a truly volunteer level position - overseeing beautification and general planning, with the ETA manager handling requests & problems and dealing with vendors. Thank you for your support and patience this past year.Respectfully submitted,
Joan Fulton & Susan Smith
EDGEWOOD TOWNEHOUSES FACILITY MANAGER REPORT
July 8, 2008I Updates & Progress
A. New address sign made and put up @ 170&186BS.
B. July 4th Mike Fleming's man made an angle pipe correction to Solar Heat plumbing to facilitate new vent pipe for pool and clubhouse water heaters. Planned work to be done by Marshall's on Thursday July 10th. A safety heat cover will need to be built around the installed vent in the office before operation begins, Marshall's does not provide this.
C. I am taking competitive Bids for the roof and vent work estimates made by River Roofing. River Roofing still has not responded to our request to bid on and add the chimney flashings that also need some attention, in some residents. This will be included on future bid from other companies. I recommend this task be completed during the summer.
D. Solar Pool Heater has warmed the pool to a nice 80 degrees!
E. Grounds irrigation timers and watering frequency will be slightly adjusted for weather hot and dry conditions. Please keep in mind that many regions have shrubs and lawns tied together and each have different needs and one or the other may be affected. Grass may need to die back to keep shrubs or vise versa.II. On Going
1. Creek area select weeding and pruning as needed.
2. Ground Committee have updated and accurate work requests, added as received.
3. Building Committee has completed inspections, and making recommendations for new siding and paint.Respectfully Submitted- ETA Facility Manager
WAYNE F. BAKER
[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]